September 26, 2006 Agenda
ORDERS OF THE DA Y
FOR TUESDA Y: SEPTEMBER 269 2006 AT 9:00 A.M.
PAGE # ORDER
1 st Meeting Called to Order
2nd Adoption of Minutes - meeting September 12, 2006
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATIONS:
2-4 9:05 A.M. Bob Habkirk and Barb Murray, MedQuest Camp 2006 Final
Report (attachment)
9:30 A.M. David Murphy, Architect, Murphy and Murphy, Redevelopment of
Terrace Lodge (please bring your copy of the proposed design
plans delivered to your home earlier in the week)
20 6 Council Photo will be taken followin the 9:30 A.M.
P..esentation (rain date November 14,2006)
Motion to Move Into "Committee Of The Whole Council"
Reports of Council, Outside Boards and Staff
Council Correspondence - see attached
1) Items for Consideration
2) Items for Information (Consent Agenda)
OTHER BUSINESS
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
9th In-Camera Items (see separate agenda)
10th Recess
11 th Motion to Rise and Report
12th Motion to Adopt Recommendations from the Committee Of The Whole
13th Consideration of By-Laws
14th ADJOURNMENT
5th
5-40 6th
7th
41-48
49-52
8th
September 28, 2006
October 1-4,2006
LUNCH WILL BE PROVIDED
County/City Joint Council Meeting
AMO 2006 Counties, Regions and Single Tier Municipalities, and
District Social Service Administration Boards Annual Conference
Delta Pinestone Resort, Haliburton
County of Elgin, City of St.Thomas, County of Oxford and all members of each
respective Council
July 31, 2006
Dear Funding Partners:
Report on the Medquest 2006 Camp July 17 - 21, 2006
Elgin/StThomas/Oxford first Medquest Camp, sponsored by UWO and the Schulich
School of Medicine along with the City of St. Thomas and the Counties of Elgin and
Oxford, was a great success. As well, we must mention the very generous contribution
of Fanshawe College in donating their StThomas facility for the Camp and students.
Much planning was put into this wonderful opportunity for these funding partners to
become involved.
We are extremely fortunate to have been offered the opportunity by Doctor Tom
Lacroix, Assistant Dean of Medicine. Several video and personal presentations were
mpde to discuss the benefits of this medical themed camp.
It didn't take much for everyone involved to understand that this is a great recruitment
tool for future generations in the pursuit of a career in medicine as a health professional.
The first step in this Medquest 2006 project was to have the committed financial support
from the City and County Councils.
A meeting was held last fall in the StThomas Elgin General Hospital with a wide variety
of interested folks from the medical staff, representatives from the education system,
interested citizens and a group of provider organizations.
From this meeting funding was sought after which High School Guidance Councilors at
Parkside, Central Elgin, Arthur Voden, West Elgin, East Elgin and St. Joes were sent
the information necessary to spark the interest of kids in grades 10 and 11, with science
backgrounds having an interest in any medical field.
The invitation was extended to Tillsonburg's Glendale High School as there are students
living in Elgin County attending there. Several of those Glendale students applied,
however they resided in Oxford County.
A decision was made to share our camp with these students as well as to offer four First
Nations students a space in the camp.
Three very organized and capable second Year Medical Students from UWO were
chosen as our Medquest 2006 Camp Councilors. Paul Martin from Central Elgin,
Rebecca Charbonneau from Chatham and Jessica Ratcliffe from Montreal did a fine
job!
1
They also spent five weeks prior to the camp in summer electives throughout your local
hospitals and in family practice sites while they planned the details of the camp.
One important component of the camp and perhaps the highlight of the week for some
of those involved was the Mock Disaster held at the St. Thomas Municipal Airport on
Wednesday July 19th thoughtful strategic planning went into this County wide disaster
exercise.
Four meetings were held at the Airport and Dale Arndt Manager of the Air Port kindly
offered his expertise and the venue for the exercise.
Representatives from Central Elgin Volunteer Fire Department who were the host and
lead Department using the Yarmouth Station as the kick off point along with
representatives and observers from many other services.
Aylmer Fire Department, City of St. Thomas Fire Department, Thames Valley EMS,
St.Johns Ambulance, Elgin County OPP& media liaison representative, St. Thomas
Elgin General Hospital, Elgin StThomas Health Unit, St. Thomas Police Services, Elgin
County Emergency Planning Department, Red Cross, Victim Services, other observers
and students from Fanshawe EMS Program all took part in the exercise. The disaster
scenario was a helicopter had crashed into a school bus.
The campers were the victims and meticulously, each camper was in full make up for
their particular injury. The Councilors provided each camper with an injury, or death, a
day or two before the disaster to give them time to get into the role.
There was good local and area Media coverage which included the A Channel news,
Rogers, St. Thomas T-J, Aylmer Express and the Port Stanley paper.
Victim Services provided a skilled debriefing session for each camper/victim and others
involved as a part of the mock disaster reality theme.
The three Medquest Councilors Jessica, Paul and Rebecca hosted a fine B B Q
immediately after the disaster, with Peter Charlton's Quality Meats donating hot dogs for
everyone. Events of the day were of benefit to all members of our EMS services and
the community in general.
A wrap up meeting is scheduled for August 29th to discuss the event, what went well
and what as a planning group could be improved upon.
Many topics were brought to light for the campers, from undergrad opportunities and
patient confidentiality, to casting and radiology. One of the mannequins used for
demonstration was a pregnant mother and each Camper got to simulate a delivery.
There were two half-day clinical placements arranged for each camper with the full
cooperation of the hospitals in StThomas, Tillsonburg and with local Doctors.
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The students were required too and did an essay, poem, song or overall project and
filled out a detailed surveyor 5. Speed interviews and exit interviews wrap up the
session before the Graduation Ceremonies.
Acting Warden Sylvia Hofuis made a brief statement on behalf of Elgin County along
with valuable personal insight as the wife of a Family Physician. The Warden of Oxford
County made many favourable comments as well.
The Mayor of Tillsonburg Stephen Molnar was also in attendance along with many of
the parents and siblings of the campers. Mayor Jeff Koehler had sent his greetings and
also expressed his regrets at being unable to attend.
Scholarships and trophies were presented to three of the campers and other individual
rewards and honourable mentions were announced.
Medquest 2006 was a wonderful experience for the Campers and for the three funding
Communities.
Thanks to all of those who gave their time and expertise in making this Camp a great
success.
Of course, the financial aspects of this successful Medquest 2006 camp will be
available to the funding partners, as Elgin County had taken on the task of invoice
payment for those funding partners. Each partner will receive a copy when the invoices
are all settled.
Thank you once again for the insightful cooperation and financial support for this project
in providing and enhancing local opportunities for our youth to choose a career in
medicine as a health professional.
Barb Murray
Bob Habkirk
Barb Murray Physician Recruiter
St. Thomas Elgin General Hospital
189 Elm Street
St. Thomas Ontario N5P 3W2
519-631-2030 ext. 2872
bmurray@steq.on.ca
Aylmer and East Elgin
Health Recruitment
212 Sydenham Street East
Aylmer Ontario N5H 1 L9
519-773-3034
bhabkirk@amtelecom.net
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REPORTS OF COUNCIL AND STAFF
September 26.2006
Councillor Reports - (ATTACHED)
6 Warden Paul Baldwin - Annual Report for St. Thomas Elgin General Hospital
8 Councillor Dave Rock - Annual Report for Elgin-St. Thomas Health Unit
12 Councillor Sylvia Hofhuis - Annual Report for St. Thomas-Elgin Public Art Centre
Staff Reports - (ATTACHED)
14 Director of Senior Services TIL, Director of Engineering Services, Chief Administrative
Officer - The Redevelopment of Terrace Lodge
16 Purchasing Co-Ordinator - Semi-Annual Information Report - Contract Awards
(January 1-July 31,2006)
20 Purchasing Co-Ordinator - Contracting Electricity Prices Through Purchasing Group
23 Director of Cultural Services - West Lome Library Proposed Expansion
25 Museum Curator, Manager of Cultural Services - Operational Policies for Elgin
County Museum
34 Museum Curator, Manager of Cultural Services - Official Opening and Exhibit Room
Hours of Elgin County Museum
37 Manager of Cultural Services - Tweedsmuir History Digitization Project Funding
39 Director of Library Services - Cultural Services Implementation
Construction Technologist, Purchasing Co-Ordinator - Tender Award - Replacement of Flooring -
Terrace Lodge Contract # 5920-06-01
2006 Report to Elgin County Council
Re: St. Thomas-Elgin General Hospital
From Paul Baldwin, Board Rep. for County of Elgin
September 15,2006
Minister George Smitherman delivered an additional $4.54 M to the base funding of
STEGH, effective 2006. This increase is the result of the report of Paul Davies, Ministry-
appointed Coach, and the culmination of years of deficits, cuts, anguish, and negotiations.
The $4.54 M is one piece of the latest and final plan to address the deficits that have plagued
the Hospital since the early '90s, the others being a further reduction of 10 staff positions
and additional schemes to reduce costs and increase revenue. No beds will close: no
services will be lost.
Deficits and Demands
In the early '90s, the Harris government cut base funding to STEGH, 6% in the first year,
more thereafter. Staff and service cuts were made, but from then until now, STEGH has had
an annual deficit and an increasing debt. In '05, the Ministry demanded that our hospital
(and 11 others) file plans to eliminate their deficits and sign a Hospital Accountability
Agreement guaranteeing a balanced budget by '07/'08. This was a challenge was at year's
end '05, the deficit was $7.7M.
Deloitte
In December, 2005, with Ministry direction and Board concurrence, the consulting firm,
Deloitte, assigned a team to STEGH and began an in-depth review of hospital operations.
The result was recommendations that did not eliminate services but that hived some $3.5M
from the annual budget and cut 52 jobs. Reorganization, retirements, and releases followed.
Stress grew and morale naturally suffered.
The Coach
Not satisfied with the halfloafbaked by Deloitte, the Ministry appointed Paul Davies, a
hospital administrator from Bruce County, to reassess Deloitte's recommendations and seek
additional savings and revenue. The Coach was at STEGH in June and July and filed his
report in late July. As you might expect, this process involved both scrutiny and intense
negotiations, the Board and Hospital Administration acceding to suggestions that would
further alter the organization but arguing that STEGH was underfunded and required a
significant increase in its base budget if it were to maintain services. That funding came
Friday in the Minister's announcement.
A New Beginning
Given acceptance of the Coach's Report and conditions that will allow the Board to sign the
Hospital Accountability Agreement, STEGH is now positioned to move in a more positive
direction. The structure will be leaner; the operations will be more standardized; certain
charges will be more reflective of market costs than they have been. Hopefully, as the heat
is reduced, the turmoil will abate and staff will find themselves in a much more stable work
environment. Morale will improve.
Meanwhile, the Hospital functioned in a professional and caring manner. The accreditation
process resulted in positive feedback from Ministry Quality Assurance Auditors and the
awarding of a 3 year Accreditation Agreement. The Board continued its implementation of
the governance practices adopted from the Carver model and coached by Jan Moore.
Community Conversations - termed Board Linkages in Jan Moore's model- were held in
Wallacetown and Aylmer with some 30 local "owners" at each event. I was at the 2 hour
session held in Aylmer. There was considerable praise of both services and staff at STEGH
but also some positive criticism, all of which will be returned to the Board in a report early
next year. And dialogue was initiated with the SouthWest LHIN, all to better understand its
role, its working, and its expectations of our partnership.
Beds
As you are aware, the Hospital Foundation launched a $IM campaign to replace the old
beds of STEGH. As Foundation Directors and staff worked to highlight the need and
encourage support, frontline nursing staff assessed the newer beds now available and made
recommendations. The new model costs approximately $10,000 apiece and to date 71 have
been delivered. The Foundation is thankful of Elgin's expected support and with our help
expected to reach their goal in this campaign this fall.
Finally,
In his remarks last Friday, Minister Smitherman noted that the MOHL TC is now responsible
for the wise investment of 50 cents of every dollar raised by Ontario taxes, that the system -
the Hospital, CCAC, health care workers and agencies - must work smarter if we are to
meet the challenges of a healthy future, and that change is the new normal. STEGH is a part
of all that. Burdened by a deficit and both a building and an organization not fully geared to
current realities, the Board, Administration, and all staff have laboured in 2006 to continue
to offer the care we should and are expected to provide while also striving for the clean air
of a balanced budget. We have gasped many times but now, on a footing of fair funding,
have ourselves firmly planted, our heads above water. The next challenges are, of course, to
work within this budget, to strive to improve services and morale, and to cope with the
demands for constant change, the new norm.
Annual Report
Of Elgin St. Thomas Health Unit
To County of Elgin
September 2006
INTRODUCTION
The Elgin-St. Thomas Health Unit is pleased to provide the following report related to its
activities in 2006. The Health Unit is a team of professionals who are dedicated to
building a healthy community by promoting and supporting the health of the people who
live, work, and play in Elgin County through the delivery of effective public health
programs and services. Listed below are just a few highlights of the many programs
and services we offer in Elgin County. The highlights are divided into two main program
areas: health promotion and health protection.
We are proud of our achievements this year and appreciate the opportunity to share
these highlights. Thank you to the County of Elgin for their continued support!
HEALTH PROMOTION HIGHLIGHTS
In promoting the health of Elgin County residents, the goal of the Health Promotion
programs and services is to increase the length and quality of life by reducing sickness
and death associated with chronic diseases like cancer and heart disease, injuries and
substance abuse and by promoting the health of children, youth and families.
~ Over the past 7 months, our ambitious health promotion staff:
. Responded to about 10,000 telephone, drop-in and e-mail requests for advice
and information
. Provided about 55 prenatal classes, for both adults and adolescents, across the
County
. Provided 31 smoking "quit classes" in the community and in workplaces
. Made 1,500 home visits to families with babies and young children
. Offered 116 parenting sessions, including breastfeeding support clinics
. Gave 185 presentations to school classes and groups in Elgin, reaching about
6,500 people on a variety of topics
. Hosted or participated in 93 community events or public displays
. Screened about 2,400 children for oral health problems and treated 179 children
with urgent dental needs under the Children in Need of Dental Treatment
Program
That's on top of many other educational, partnership and advocacy activities, along with
the 1,570 hours of service provided by our great volunteers.
~ Along with our partners involved in the Elgin Safety Team, we developed and
implemented an "Aging with Vitality" series for seniors. A series was offered in St.
Thomas, Aylmer and Rodney. The purpose of this program is to provide information
on a number of issues that affect the independent living capacity of seniors; for
example, regular activity, home safety and healthy eating. This pilot program has
been well received and in some cases, has resulted in participants deciding to form
an exercise group and continue with monthly meetings.
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~ At the end of 2006, Public Health Nurses visited 23 Primary Health Care Provider
offices. We spoke to physicians, midwives, nurse practitioners, nurses and other
office staff and promoted the Your Pregnancy & Baby Care Guide packages and quit
smoking resources. We were generally well received and most offices requested
more resources.
~ Health Unit staff are involved with the Thames Valley Neighbourhood Early Learning
Program (TVNELP) in a number of schools across the county, assisting in the first of
four sessions that prepare the future JK students for elementary school. The session
we participate in is on Healthy Living. Students, parents and grandparents attend.
~ Arthur Voaden drama students performed "Just Another Saturday Night" for West
Elgin Secondary School, Parkside, East Elgin Secondary School and Arthur Voaden
Secondary School. The play was about a teen party that gets out of hand.
Approximately 1400 students and staff saw the play. The play was followed by a
question and answer period and a lunchtime display. The St. Thomas Chapter of
MADD and the Community Service Officers from the Aylmer Police Dept., St.
Thomas Police Dept. and the Elgin OPP participated in these follow-up activities.
The play was videotaped, and copies have been made available to schools for future
use. Police service donations helped make this initiative possible.
~ Healthy at Heart Elgin launched a grant program for community partners. In 2006,
$5,800 was made available for distribution with each program eligible to receive a
maximum of $750. Projects had to encourage people to do any or all of the
following: eat healthy, be physically active, and be smoke-free. We received
requests for almost $10,000 from 14 applicants. Two examples of awarded grants
include West Elgin Community Health Centre - funding for a women's health night
and East Elgin Community Complex - funding for a healthy living fair as part of their
co-ed youth ball hockey tournament.
~ The Smoke Free Ontario Act came into effect May 31,2006. The Health Unit was
given enforcement responsibility under this new legislation. Prior to the
implementation of this Act, we implemented a local communication campaign, in
conjunction with provincial media ads. Our campaign included distribution of
information packages to workplaces, tobacco retailers and licensed restaurants and
bars in Elgin County. As well, community meetings for tobacco retailers and
licensed restaurants/bars were hosted in 3 county locations. An information hot line
was also set up. Inspections of affected premises have been a priority over the last
few months. We have found that most premises have been very cooperative in
complying with the new legislation.
HEALTH PROTECTION HIGHLIGHTS
~ The goal of Health Protection programs is to reduce or eliminate infectious diseases.
Infectious diseases represent constant new challenges to public health's role as new
organisms emerge as causes of disease. Surveillance, case finding, contact tracing,
immunization, infection control and risk assessment are all important components in
controlling infectious diseases.
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}- Specific programs are directed at controlling the potential for infectious disease in
food and water. In addition, programs are directed at specific disease control
requirements for tuberculosis, rabies, vaccine preventable diseases, and sexually
transmitted diseases including AIDS. Infection Control defines requirements for
assuring that effective infection control techniques are in place in institutions, day
cares and personal service settings.
}- Sexual health programs are directed at decreasing the rate of teenage pregnancy,
increasing access to contraception for those who have need, and increasing the
awareness and knowledge about personal responsibility and life skills required to
deal with sexual relationships.
}- In the past year, the Health Protection staff has been challenged to provide a
number of program and service activities to address situations that pose a threat to
the health of the people of St.Thomas and Elgin County. These activities include:
· Providing 7681 doses of influenza vaccine to residents of St. Thomas and Elgin
County at 17 community clinics held in the fall of 2005;
· Providing active surveillance for evidence of West Nile Virus activity in mosquito
larvae, adult mosquitoes, birds and humans that would potentially trigger a need
for adulticiding or increased larviciding;
· Coordinating a larviciding program in St. Thomas and Aylmer in July and August
2006;
· Communicating West Nile Virus prevention and protection strategies to the
public;
· Preparing for the proposed download of responsibility for inspections of small
drinking water systems where the public can access drinking water from a non-
municipal water system;
· Responding to water sample reports indicating high levels of bacteria at some
Elgin County beaches and communicating to the public the potential health risks
associated with swimming in these recreational waters;
· Investigating 24 outbreaks of infectious disease affecting hundreds of staff and
residents of long term care facilities, hospitals and child care settings in 2005;
· Ensuring food premise operators as defined under the Food Premise Regulations
are in compliance with accepted public health practices for food handling;
· Providing Food Safe Courses and certifying 91 people as Certified Food
Handlers at 6 courses in 2005;
· Adapting our Food Safety Program as a result of amendments to the Ontario
Food Premises Regulation concerning community food events and farmers'
markets;
· Providing advice to the steering committee of the Revitalization of the Horton
Street Market project;
· Participated in a Canadian Food Inspection Agency recall of bean sprouts in local
supermarkets, restaurants and other food premises as a result of a province-wide
Salmonellae outbreak investigation
· Providing clinical services to 455 individuals attending Sexual Health Clinics;
· Providing clinical services to 153 individuals attending Sexually Transmitted
Infections Clinics;
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. Investigating an average of 360 animal bite cases, some being high profile in
regards to public attention, each year and issuing rabies post exposure treatment
to 24 people in 2005;
. Responding to an increased number of bat exposures and communicating to the
public the risk of rabies infection from bat exposures;
. Preparing a Pandemic Plan and participating in Emergency Response Exercises
with our community partners;
. Receiving approval for three medical directives to allow Health Protection staff to
respond to the needs of clients using Sexual Health Services more promptly;
. Promoting and administering non-mandatory but publicly funded Hepatitis
vaccine for 900 students in Grade 7;
. Promoting and administering non-mandatory but publicly funded Meningococcal
Meningitis vaccine for 765 students in Grade 7;
. Immunizing 455 individuals at the weekly immunization clinics held at the Health
Unit office in St. Thomas and 178 individuals attending the monthly clinic held in
Aylmer;
. Screening 126 individuals for tuberculosis infection;
. Divesting the Health Unit's involvement in the delivery of the Part 8 Program
under the Ontario Building Code.
~ While it has been a year of challenges and learning, we were grateful for the
excellent working relationship we have with community partners such as the St.
Thomas Elgin General Hospital, long term care facilities, physician practice settings,
emergency service workers, municipal authorities, educators, and other ministry
officials.
5
2006 Summary - St. Thomas-Elain Public Art Centre
Exhibitions Programming:
Six major exhibitions have been programmed for our main exhibition gallery space in 2006.
These exhibitions predominantly featured mid-career and senior artists from the Southwestern
Ontario region. In addition Great Beginnings presented works from 24 primary and secondary
schools in Elgin County. This program has become a huge success, attendance has doubled
and it will continue to be a major bi-annual event. The National Student Art Competition, now
an annual project, features and promotes juried work from students graduating from a College or
University in Canada. This year we received applications from as far away as Alberta and New
Brunswick. This is the only project of its kind in Canada to support and profile graduating
students work.
We have also featured emerging artists from the region in our versatile Studio Gallery space and
currently have an artist-in-residence program established to bring practicing artists and the public
together to help raise the awareness and understanding of the visual arts in the community.
Special Event Programming:
The Art Centre continues to partner with the Downtown Development Board and the Elgin-St.
Thomas Tourism Association to feature the Banner Project that has become a highly anticipated
annual arts project.
During 2006 we have sponsored several innovative multi-arts events including lectures,
performance, music and dance with the intent of developing greater opportunities for the public to
access innovation and new directions in the arts.
An upcoming October event entitled The Healing Palette: Art As Expression of Spirit will
present a workshop and exhibition and is a project created by and for people with mental illness
in partnership with St. Joseph's Health Care Centre.
Education Programming:
Response to our educational programs has increased dramatically this year. Free curriculum-
based tours and workshops for elementary and secondary students in the County are extremely
popular. Large selections of children's arts programs are available throughout the summer as
well as fall and winter art classes for both children and adults. An innovative new art-book
program created in partnership with the St. Thomas Public Library, called Doorways, was piloted
this year. This program is designed to help develop literacy skills, through the visual arts, for
Grade 2 level students. This has been so successful that it will be a featured presentation at the
upcoming Ontario Museums Association conference in Owen Sound.
Permanent Collection:
Several major new acquisitions have been added to our Permanent Collection of well over 800
works. We have initiated a four month rotating exhibition program in the Timken Gallery to
increase the visibility and awareness of the Collection. This will allow us to increase public
exposure of the collection by 200 to 300%.
Community Partnerships:
Downtown Development Board, Elgin-St.Thomas Tourism Association, Capitol Theatre, YWCA,
St. Thomas Public Library, St. Thomas Elgin Community Services, Employment Services Elgin,
St. Joseph's Health Care London-St. Thomas Centre, Thames Valley District School Board,
London District Catholic School Board, Oneida Nation, CASO Station and North American
Railway Hall of Fame, Donald F. Roughley & Assoc. Inc., lronhorse Festival, Arts Management
Program (UWO), Elgin County Archives.
New Directions:
A number of new ventures are proposed for 2007. Youth and seniors programming will be
developed to specifically fill existing gaps and help enrich the lives of this significant population.
A young artist's support group will be established to provide greater opportunities and incentive
for our creative youth to stay in the community. An increasing number of programs will be
developed to place art and arts activities out in the public domain of St. Thomas and Elgin
County. Larger emphasis will be put on projects that include increased participation throughout
Elgin County and provide greater opportunities for county-wide involvement and input. Greater
partnership with other arts and culture organizations in St. Thomas and Elgin County will be a
high priority with an ultimate goal of establishing an Elgin-St. Thomas Arts Council in the near
future.
We are grateful for the support we have received from the County of Elgin and look forward to
opening up new opportunities for partnership and county-wide program development.
Sincerely,
David Bobier
Executive Director/Curator
REPORT TO COUNTY COUNCIL
FROM:
Rhonda Roberts, Director of Senior Services T/L
Clayton Watters, Director, Engineering Services, and
Mark McDonald, Chief Administrative Officer
DATE:
September 14th, 2006
SUBJECT: THE REDEVELOPMENT OF TERRACE LODGE
Introduction:
The Architectural Firm of Murphy and Murphy, along with other associates, will present
the Design Report on the options for the redevelopment of Terrace Lodge, at the
September 26th, 2006 meeting of Elgin County Council. The purpose of this report is to
recommend ways to move forward with the information presented.
Discussion:
The report from Mr. David Murphy recommends Option Two, the construction of a new
building to the south, attached to the existing facility. The estimated cost of constructing
and occupying the proposed new facility exceeds $33M in 2007 dollars. Obviously, this is
a huge undertaking, especially when Ministry of Health funding is not currently available for
class "C" facilities.
However, all journeys commence with a first step and County Council took that step this
year by allocating $250,000 to a reserve for Terrace Lodge. It is recognized that a long-
term financial plan must be developed in order to make any redevelopment a reality. It is
also noted that Ministry funding would be required for such an undertaking. Furthermore,
more favourable construction prices would help accelerate the project.
There may be an opportunity to recoup some of the costs by renovating the vacated
Terrace Lodge and providing service on a continuum of care basis. Often facilities that
provide a mix of services are able to offset costs with profit centres such as assisted living.
Conclusion:
A major planning document on the redevelopment of Terrace Lodge will be presented to
Council by Murphy and Murphy Architects and their associates on September 26th, 2006.
The information will inform the next steps in the process. In order to build on the
momentum previously established the following recommendations are presented for
Council's deliberation.
2
Recommendation:
THAT the Design Report on the redevelopment of Terrace Lodge be received for
information purposes: and,
THAT Option Two in said report, the construction of a new building to the south, be
approved in principle as the preferred option: and,
THAT staff be directed to develop a long-term capital plan to finance the eventual
construction of the new facility for consideration by the in-coming Council in 2007; and,
THAT said financial plan consider alternative uses for the vacated facility, such as assisted
living in the continuum of care philosophy; and,
THAT this and future Ontario Governments be lobbied by County Council to consider
funding the redevelopment of "C" facilities to help meet the needs of Ontario residents now
and in the future.
ALL of which is respectfully submitted,
Respectfully Submitted
Approved for Submission
~~
Rhonda Roberts,
Director of Senior Services T/L.
(J;M~.
Clayton Watters,
Director, Engineering Services.
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers, Purchasing Co-ordinator
DATE: 15 September 2006
SUBJECT: Semi-Annual Information Report - Contract Awards
(January 1, 2006 to July 31, 2006)
INTRODUCTION
As per the County of Elgin's Procurement Policy 10.1 , an information report
containing the details relevant to the exercise of delegated authority for all
contracts awarded that exceed $5,000 including amendments and renewals is to
be prepared and reported to Council on a semi-annual basis.
DISCUSSION I CONCLUSION:
The Council of the Corporation of the County of Elgin delegated authority to the
Directors to award contracts as follows a) value of contract is greater than
$5,000 but less than $50,000, no report to Council required if within 10% of the
approved budget allocation, b) value of contract is greater than $50,000 but less
than $100,000, no report to Council required if within approved budget.
However, Council also approved that a semi-annual information report would be
brought forward containing details of the award of contracts including
amendments and renewals.
The details of the award of contracts is attached as Appendix A.
RECOMMENDATION:
THAT the Semi-Annual Information Report - Contract Awards (January 1, 2006 to
July 31, 2006 be received and filed.
Respectfully Submitted
~~~fl
Sonia Beavers
Purchasing Co-Ordinator
Mark G. aid
Chief Administrative Officer
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APPENDIX A
Purchases greater than $5.000 but less than $100.000
January L 2006 to July 31, 2006
Department Budget Project Award Bid Price
Allocation (includes
taxes)
Admin Services Operational A VLI GPS System Grey Island $ 7,944.00
for Ambulance Systems Inc.
Bobier Villa MOH Fundinq Hi-low beds Stryker Bertec $ 6,872.00
Bobier Villa High Intensity Low Ai r Loss KCI $ 6,000.00
Needs Mattress
Bobier Villa High Intensity Low Air Loss KCI $ 6,000.00
Needs Mattress
Bobier Villa High Intensity Low Ai r Loss KCI $ 6,000.00
Needs Mattress
Bobier Villa High Intensity Low Air Loss KCI $ 6,000.00
Needs Mattress
Bobir Villa High Intensity Low Ai r Loss KCI $ 6,000.00
Needs Mattress
Bobier Villa High Intensity Low Air Loss KCI $ 6,000.00
Needs Mattress
Engineering Capital Fence and Oscar Temple $ 17,242.62
Sidewalks Terrace
Lodqe
Engineering Capital Electrical work in Koolen Electric $ 7,751.08
Tub rooms and
HV AC system at
Terrace Lodqe
Engineering Capital Install controls to Johnson Controls $ 17,876.49
HV AC units at
Terrace Lodqe
Engineering Capital Repairs to Hollandia Pools $ 23,315.30
Swimming Pool at
Terrace Lodqe
Engineering Capital Supply & Install Climate Control $ 47,133.50
two HVAC units
and duct work at
Terrace Lodge
2
APPENDIX A
Purchases greater than $5,000 but less than $100,000
January 1, 2006 to July 31, 2006
Department Budget Project Award Bid Price
Allocation (includes
taxes)
Engineering Capital Supply and Install Broer $ 18,871,51
Platforms for
HV AC Units at
Terrace Lodge
Engineering Capital Hook Up Heat Ambrose $ 7,862.10
pumps
Engineering Operational Repair walls CD Drywall $ 8,526.12
Construct Chase
enclosure - Adm.
Buildinq
Engineering Capital Heat Pump Carrier Sales $ 9,775.00
Replacement (5)
Engineering Capital New ceilings in CD Drywall $ 14,305.64
tubrooms at
Terrace Lodqe (4)
Engineering New Elgin Storm swale ditch Streib Trucking $ 6,206.00
Manor Building excavation Elgin
Fund Manor
Engineering Operational Remove and Westelaken Yard $ 7,405.69
Dispose 423 yards Works
existing lawn, re-
grade and install
new sod
Engineering Capital Air Handling Units Eng. Air $ 25,132.10
for Terrace Lodge
Engineering Capital Electrical - R.A. Barnes $ 6,677.25
renovations Adm.
Bldinq
Engineering Capital Painting Various HD Decorating $ 10,928.28
rooms at Terrace
Lodge
Engineering Capital Labour, Equip, Streib Trucking $ 31,577.84
material Glen Erie
Culvert
3
APPENDIX A
Purchases greater than $5,000 but less than $100,000
January 1, 2006 to July 31, 2006
Department Budget Project Award Bid Price
Allocation (includes
taxes)
Engineering Capital Repairs to Cooling Climate Control $ 9,624.65
Tower-Adm.
Building
IT Insurance will IT Equipment for Protek $ 13,934.41
reimburse West Lome Library
IT Operational Software Assurance Sage Software $ 6,434.95
ACCPAC
IT Operational Laserfische Audit IKON $ 8,608.90
Trial
IT Insurance will IT Equipment for Protek $ 9,963.42
reimburse West Lome Library
IT Capital IT Equipment Protek $ 13,665.29
IT Capital IT Equipment Corporate IT $ 7,843.81
IT Capital UPS Protek $ 22,545.75
Library Services Capital Relocation of AMJ Movers $ 8,783.16
Museum
Library Services Operational Internet Service Micromedia $ 6,314.07
ProQuest
Terrace Lodge Capital Card Access RMB $ 22,012.94
Communications
Terrace Lodge High Intensity Low air loss KCI $ 6,000.00
Needs mattress
Terrace Lodge MOH Lift 5M track installed Arjo $ 17,913.00
Funding for ceilinq lifts
4
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers, Purchasing Co-Ordinator
DATE: September 15, 2006
SUBJECT: Contracting Electricity Prices through Purchasing Group
CORPORATE GOALCS) REFERENCED:
To ensure fiscal responsibility and accountability.
To recognize and seize opportunities for improvement.
INTRODUCTION:
For many years, the County of Elgin has been a joint partner in the Elgin-Middlesex-
Oxford Purchasing group, (EMOP). The EMOP group is comprised of many non-profit
and government services with the common desire to purchase various commodities and
items at the lowest possible price. The group remains an effective way to lower costs.
The combined amounts that are purchased as a whole enables tenders to be rendered
and contracts to be compared to ensure that all participants are receiving good service
and products from their suppliers.
DISCUSSION:
The County of Elgin has benefited in many ways from the lower prices which have been
obtained from the EMOP group. Our commitment to the EMOP group is by way of our
commitment to purchase items which we require, that help to bring in the lower
tenders. For example, during the last several years, as part of the EMOP group, the
County of Elgin entered into a contract with Comsetec, the natural gas supplier. The
County of Elgin has realized savings by doing so. This has helped to keep our budget
stable and manageable.
In 2004, the City of London tendered to secure an agent for the procurement of
electricity. Wattsworth Analysis was awarded the contract. Wattsworth Analysis is a
professional service company that helps large energy users in Ontario reduce costs and
manage risk. Wattsworth Analysis is also the agent for the procurement of electricity
for the many other municipal and non municipal entities. When the City of London
tendered to secure an agent to act for the procurement of electricity, the tender
included a clause to allow EMOP members to participate in the contract. It has
consistently been proven with various programs, namely, the Comsatec Natural Gas
Program, when acting collectively, municipalities can achieve far better prices from the
supply market. Therefore, as more agencies participate in the contract the percentage
of savings should increase. Historically Wattsworth Analysis customers have saved over
16% when disengaged from the government Regulated Price Plan and employed a
Wattsworth procurement strategy.
With continuous change in government hydro policy and the possibility of time of use
metering being implemented, Wattsworth Analysis suggests a term no longer than 1 - 2
years as it may preclude the County from being included in these potentially
advantageous programs.
CONCLUSION:
The Regulated Price Plan (RPP) was created by the Ontario Government to provide
some predictability and price protection for "designated users" - this group includes
municipalities, universities, schools and hospitals. It is expected that the RPP will
conclude in 2008, at which point all users except for residential consumers may be
forced to pay the true cost of power - be it through the spot market, an arrangement
with an electricity retailer, or through a program like Wattsworth Analysis and EMOP
Group is offering. By joining the electricity program, the County of Elgin not only
continues to support the efforts of EMOP but will also be in a position to realize savings
for electricity.
RECOMMENDATION:
THAT, the Council of the Corporation of the County of Elgin endorse the Electricity
Procurement Program in partnership with Wattsworth Analysis and the Elgin Middlesex
Oxford Purchasing Group, and
THAT, the execution of an Agency Appointment Agreement with Wattsworth Analysis be
approved, recognizing as an agent, Wattsworth Analysis will negotiate all required
electricity purchases on behalf of all procurement program members and that the
details of all the contracts will immediately be communicated to all program members,
and
THAT, the authority to make all future electricity program related decisions for the
Corporation of the County of Elgin be delegated to the Director of Financial Services,
and
THAT, Council authorizes Wattsworth Analysis through its appointed agent to have
access to consumption data from the local electricity utility on an as needed basis in
order to compile load profile information for the procurement program.
onia Beavers
Purchasing Co-Ordinator
REPORT TO COUNTY COUNCIL
FROM: Cathy Bishop
Director of Cultural Services
DATE: September 18, 2006
SUBJECT: West Lome Library Proposed Expansion
CORPORATE GOAl(S) REFERENCED:
1) To ensure fiscal responsibility and accountability
2) To promote cultural services
3) To forge community partnerships
4) To provide innovative and collaborative quality service
5) To recognize and seize opportunities for improvement
INTRODUCTION:
As Council is aware, the West Lome Library was destroyed by fire on Wednesday,
February 8, 2006. The Council of the Municipality of West Elgin would like County
Council's consideration to expand the existing library as part of the rebuilding of the
West Lome Complex. The Council of the Municipality of West Elgin passed the
following resolution at their meeting held on July 13, 2006:
WHEREAS ratepayers of the Municipality of West Elgin have approached Council
requesting consideration for an addition to the West Lome Library, citing the need for
more space for programs and collection;
AND WHEREAS the request be considered at the same time as the rebuilding of the
West Lome Complex for cost savings;
THEREFORE BE IT RESOLVED that Council of the Municipality of West Elgin request
the County of Elgin support an expanded library service for the West Lome Library.
DISCUSSION:
The original library space at the West Lome Library was 1,251 square feet and the
proposed expansion would be 554 square feet for a total of 1,805 square feet. A copy of
the building plan provided by Spriet and Associates is attached for review. An adjusted
lease for the expanded space would take effect on the day the library is officially opened
for library business. Surplus shelving and materials from main office are currently in the
West Lome temporary library location and can be used in the expanded library space.
All other costs associated with the original library will be covered by the insurance
dollars received from the fire claim.
A need for an expanded library in West Lome can be justified due to inadequate space
for programs, population projections, registered borrowers, requests for reference
materials, circulation statistics and library space benchmarking standards. As a cost
saving measure to West Elgin, the expansion should be completed at the same time as
the rebuild of the West Elgin Complex.
CONCLUSION:
There is a need for an expanded library in West Lome and it is fiscally prudent to
consider this at this time given that the Municipality of West Elgin is rebuilding the
community complex in the village. The original library space at the West Lome Library
was 1,251 square feet and the proposed expansion would be 554 square feet for a total
of 1,805 square feet. Staff is satisfied that these requirements will be met for this
expansion. An adjusted lease for the expanded space would take effect on the day the
library is officially opened for library business. Surplus shelving and materials from main
office are currently in the West Lome temporary library location and can be used in the
expanded library space. All other costs associated with the original library will be
covered by the insurance dollars received from the fire claim.
RECOMMENDATION:
THAT the Corporation of the County of Elgin authorize the expansion of the West Lome
Branch Library from 1,251 square feet to 1,805 square feet; and
THA T the adjusted lease for the expanded space would take effect on the day the library
is officially opened for library business; and
THAT the Director of Cultural Services be included in all discussions relating to the
design and layout of the library expansion.
Respectfully Submitted
-~ -elL
~p j~
Director of Cultural Services
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REPORT TO COUNTY COUNCIL
FROM:
Ninette Gyorody, Curator
Brian Masschaele, Manager of Cultural Services
DATE:
11 September 2006
SUBJECT:
Operational Policies for Elgin County Museum
CORPORATE GOAL(S) REFERENCED:
To promote cultural services
INTRODUCTION:
The Curator for the Elgin County Museum is updating policies for operation in
accordance with the standards of the Ministry of Culture. This report recommends that
the Collections Management, Conservation, and Exhibition policies be approved.
DISCUSSION:
Staff are proposing that the current operational policies be improved to coincide with the
museum in its new location. There are nine standards described by the Ministry of
Culture for effective museum management. Three of these standards have been
researched and discussed. The three most important standards have been drafted and
presented to the Museum Advisory Committee. With the Collections Management,
Conservation, and Exhibition policies in place, museum operations will be up-to-date.
Copies of these policies are attached to this report.
CONCLUSION:
In accordance with the standards from the Ministry of Culture, Collections Management,
Conservation, and Exhibition policies have been drafted for Council's approval.
RECOMMENDATION:
THAT the Collections Management, Conservation and Exhibition policies for the Elgin
County Museum be approved as attached.
~~
Brian Masschaele
Manager r Services
Mar
Chief Administrative Officer
'--
ELGIN COUNTY MUSEUM
Elgin County Cultural Services
. 450 Sunset Drive
St. Thomas, ON N5R 5V1
COLLE:CTIONS MANAGEMENT POLICy
. .
The mandate and activities of the Elgin County Museum are governed by By-Law No. 05-44. The
principle objective of the Museum is to acquire, preserve, display and interpret artifacts which relate
to the history and development of the County of Elgin.
The Elgin County Museum exists to promote Elgin County's rich historical and agriculturalneritage to
the community by acquiring, docunienting, preserving, exhibiting and interpreting' artifacts pertainin.g
to the history of the County of Elgin; and to provide leadership and support to County museums in the
promotion of a heritage partnership.
The Elgin County MuseLim collection is held and managed on behalf of the County of Elgin in the
public trust.
This poliCy outlines the followihg Collections procedures:
A. Acquisitions
B. Collections Management
C. Loans
D. De-accessioning
A. Acquisitions
Elgin County Museum colleCts objects and material culture relating to the heritage of the community,
as defined in the Statement of Purpose. The collections are made for the purpose of ~ocumentation,
research, preservation, exhibition and interpretation for the community.
Elgin County Museum adheres to its colleCting practice according to the following criteria:
1. objects whIch are specific to Elgin County;
2. objects produced in Elgin County;
3. objects used hi Elgin County and/or owned by Elgin County residents.
Elgin County Museum strives to emphasize a collection of artifacts that are:
1. objects exemplary of an aspect of Elgin County's history currently not represented in the
collection;
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2. objects that are in danger of loss or destruction;
3. objects directly relevant to current research, exhibition or interpretation programs;
4. well documented objects;
5. objects in excellent condition.
Elgin County Museum is satisfied that any object to be acquired whether by donation, exchange, or
purchase, is not stolen or otherwise illegally acquired or collected. The museum will not acquire any
objects of undetermined or unethical history of ownership. Material will not be acquired if there is
reason to believe the object had been recovered through unscientific handling and/or intentional
damage or destruction of an archaeological/historical site or excavation. The museum will not accept
objects that have contravened the 1970 UNESCO Convention on the Means of Prohibiting and
Preventing the Illicit Import, Export, and Transfer of Ownership of Cultural Property as ratified in
Canada on June 28, 1978.
Objects may be acquired by donation, purchase, or exchange.
.Donations:
Donations are either solicited or unsolicited. Donations are subject to appropriate documentation and
procedures which will be outlined in Section B.
Purchases:
If an object meets the Collections Management Policy criteria, the object may be purchased for the
collection.
Exchange:
Elgin. County Museum is committed to acquiring artifacts pertaining directly to the history of the
County. of Elgin and/or its citizens. All acquisitions must folloW the guidelines for transfer of
ownership and/or responsibility accompanied by a signed gift agreement or other proof of legal title to
the object, such as a bill of sale.
B. Collections Management
Elgin Courity. Museum will allocate a budget for funding the continuing care a.nd preservation of
objects in its collections. Proper storage and exhibition facilities With adequate environmentalwcontrol
systems must be in place. .
Processing acquisitions will proceed with the following steps:
1. When an artifact is donated to Elgin County Museum, the potential donor signs a temporary
gift receipt;
2. the artifact is housed in the Curatorial Workspace along with its accompanying documentation;
3. if the artifact is assessed as not pertinent to the collection, the object is returned to the owner
along with a form signed as 'artifact returned' including the date;
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4. if the artifact is assesse;d as pertinent to the collection, the artifact is assigned an accession
number through the register and tagged. The accession number is noted on the gift form sent
to the donor. The donor must sign the gift form for transfer of ownership and responsibility.
5. If the owner dbes not return the form in the allocated time (six months) from the access-ion
date, the artifact musf be returned to the owner. Without a signed gift form, a tax receipt
cannot be issued, and the artifact will not be stored nor put on display.
6. When the gift form is returned signed, the artifact is marked with the accession number and
catalogued;
7. Upon the artifact being catalogued, it is stored in a permanent storage area and its location is
noted on the accession card; the information is also transferred to the collections management
database Which is backed up daily.
8. Artifacts acqUired by purchase or exchange are processed following steps 4 through 7.
Management of artifacts will proceed with the following steps:
1. artifacts ate to be stoted and handled according to professional standards;
2. records are to be maintained and updated according to professional standards;
3. artifacts are researched, interpreted arid exhibited according to professional standards;
4. comprehensive inventory is maintained.
Appraisals of artifacts:
All artifacts must have a signed gift form and be part of the collection before an appraisal is
completed.
When completing appraisals, Elgin County Museum will select the appraiser most suitable for the
type of artifacts being appraised.
c. Loans:
1. All incoming loans and out-going loans for exhibition purposes are listed on loan agreement
forms, signed for by the Curator, date of arrival/departure and date of return are noted on the
form.
2. All in-coming material is governed by the County's insurance coverage for the Museum.
3. Elgin County Museum is responsible for all in-coming material, which is handled and managed
according to the Museum's professional procedures and standards.
4; All Qut-going material is insured by the borrowing institution.
5. The borrowing institution is responsible for the on-loan material, guaranteeing its handling,
safety, exhibit and return according to professional standards.
D. De-Accessioning
In order to maintain a: relev~mt and growing collection in accordance with the Mission Statement and
prdfessional standards, it may be necessary to de-accession artifacts.
In order to process an artifact for de-accessioning, these procedures mUst be followed:
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1. the artifact is assessed on Its physical condition;
2. its record and provenance are studied; .
3. the collection is reviewed to determine whether or not the artifact is umque, original, a
duplicate, or representative of Elgin County's history;
4. the recommendation is made to the Director of Cultural Services.
The following standards must be adhered to:
1. The artifact was not obtained with the intention of eventual de-accession.
2. Criteria for de-accessioning includes: poor condition, lack of provenance, duplication, lack of
significance to EI~in County's history, the possibility/act of upgrading the collection by means
of exchange or other transaction.
3. Elgin County Museum will de-accession an artifact/s for the purpose of repatriation, when it is
legally proven that finother body, organization, people, and/or government has the legal and
ethical right to said artifact/so
MethOd of Disposal
1. The catalogue number and any other related markIngs are removed from the de-accessioried
object. .
2. The catalogue record liotes the change of status to 'de-accessioned'. the date of de-
accession, and where it went. .
3. It is offered to another tax-exempt, non-profit educationaVcultural institution. as a gift or for
exchange purposes. . .
4. It may be selit to disposal through a legitimate public auction serVice in accordance with the
County's Purchasing Policy. Any monies earned by the sale of the de-accessioned artifact/s at
the auction will be used on behalf of the Museum.
5. Physical destruction. If the artifact is in such poor condition.. does not have any documentation
related to its authenticity. origin or history. Elgin County Museum may decide to physically
destroy the artifact, as it is of not monetary value or historical significance, not important to
another institution. The following steps must be taken:
1. catalogue number and any other related markings must be removed.
2. the artifact is smashed into small pieces.
3. the museum record notes date of destruction.
4. it is wrapped in the appropriate coloured garbage bag arid deposited into a garbage bin.
Poiicy Review and Approval
ihe Collections Management Policy is reviewed on a yearly basis, or any time that changes are
deemed necessary. The Curator and Director of Cultural Services will conduct the review, in
conjunction with other professional staff. The reviewed version will be submitted to Elgin County
Council for approval.
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ELGIN COUNTY MUSEUM
Elgin County Cultural Services
450 Sunset Drive
St. Thomas, ON N5R 5V1
EXHIBITION POLICY
The mandate and activities of the Elgin County Museum are governed by By-Law No. 05-44. The
principle objective of the Museum is to acquire, preserve, display and interpret artifacts which relate
to the history and development of the County of Elgin.
Elgin County Museuni will develop exhibits that will communicate to the public the significanCe of the
community's heritage. The museum will present exhibits that will inform, involve, educate, and
entertain the community.
1. Exhibition themes Will be developed that relate to, but are not necessarily exclusive to the
history of the County of Elgin.
2. New exhibits will be designed based on. a written plan, including objectives, audience,
relevance, related interpretive programming, and cost.
3. To accomplish this, the museum will allocate 100% of its available exhibit space to special
interest temporary exhibitions. The museum will host a minimum of one traveling exhibition
per year borrowed from other cultural institutions.
4. Exhibits will be installed throughout the space using a variety of techniques and technology.
5. On-site exhibits may be complemented by technology enhanced components and/or exhibits.
6. Educational and interpretive programmes will complement all exhibits.
7. The County of Elgin will ensure that the areas designated for exhibition are consistent with
conservation standards. The exhibition space will allow sufficient space for the public to move
comfortably and safely. Museum insurance coverage will include liability insurance coverage.
8. There win be a portion of the bUdget allocated to exhibit development, design, construction,
and maintenance.
9. Each year, the birector of Cultural Services will approve the exhibit schedule. The Curator will
present a proposal for each exhibit which will include an outline, definition of purpose, the
intended audience, related programming, a draft list of artifacts and research required,
specifications arid budget for support materials.
10. The museum does not guarantee to display all of the artifacts in the collection in any given
year.
a. Only those artifacts and objects that illustrate and relate to a chosen theme will be on
display.
b. All artifacts and objects must be in stable condition, catalogued, and installed in a safe
and appropriate manner.
c. No artifact will be allowed to visibly deteriorate while on display.
d. Reproductions of original photographs will be used.
:., :
11. Written material must be approved by the Curator. Types of labels include:
a. Title or headline labels. Th~se are large-letter (4" or more) signs that simply give the title
of an exhibit They are used at the entrance to an exhibit or a gallery, often high up on a
wall.
b. Primary or introductory labels. These provide an overview or Introduction to the exhibit.
They are the largest in size and in typeface. There may be one label introducing an
exhibit, or there may be several such labels for a large exhibit.
c. Secondary or text labels provide an intermediate level of information between an
introductory label and the more specific object labels. These can provide historical
background, for example, or text related to groups of objects. They often serve to
organize the exhibit. .
d. Object labels provide information, such as description or title, date or' age, artist or user,
material composition, and sometimes a brief text on a particular object. Also included
here is the museum's catalog number or loan source, which provides a quick link to
additional information if anyone should inquire. Different levels of information are usually
placed on dift"erent lines.
12. Labels need to be understandable and accessible to all members of the community.
13. The museum will ensure that sufficient space and tools are provided in order 10r exhibit work to
be carried out effectively and safely. . .
14. the Iiluseum will only retain qualified consultants or technicians who have proven ability in
exhibit preparation and installation when needed. . .
15. Off-site exhibits and displays will be provided with the purpose that it will enhance the visibility
of the ElgIn County Museum in the community. Displays and exhibits Will be mounted only in
secura cases and iri secure buildings. Artifacts and objects allocated for display or exhibit
must be approved by the Curator.
Policy Review and Approval
the Exhibition Policy is reviewed 6n a yearly basis, or any time that changes area deemed
necessary. The Curator and Director of Cultural Services will conduct the review, in conjunction with
other professional staff~ The reviewed version will be submitted to Elgin County Council for approval.
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ELGIN COUNTY MUSEUM
Elgin County Cultural Services
450 Sunset Drive
St. Thomas, ON N5R 5V1
CONS"ERVATION POLICY
The mandate and Clctivities of the Elgin County Museum are governed by Sy-Law No. 05-44. The
principle objective of the Museum is to acquire, preserve, display and interpret artifacts which relate
to the history and development of the County of Elgin.
The Elgin County Museum exists to promote Elgin County's rich historical and agricultural heritage to
the community by acquiring, documenting, preserving, exhibiting and Interpreting artifacts pertaining
to the history of the County of Elgin; and to provide leadership and support to County museums in the
promotion of a heritage partnership. "
The Elgin County Museum is responsible for protecting and preserving the collection that has been
entrusted to its care. The ICOM (International Council of Museums) Code of Ethics for Museums
outlines the standards for both Preventative Conservation and Treatment Conservation and
Restoraiioh~ The museum will strive to provide the best possible physical environment, preventative
maintenailce programme and conservation service to meet this responsibility.
The two main custodial functions involved are:
1. Preventative Cons'ervation - All actions taken to retard deterioration and prevent damage to
the collection through the provision of optimal conditions of storage, use, and handling.
2. Treatment Conservation - All actions taken to stabilize, modify, repair or restore objects in the
collection to a known ea.rlier state with the aim to preserve their aesthetic and historic values.
This policy outlines the following Conservation procedures:
1; Elgin County Museum shall strive to achieve optimum environmental standards for the
preservation of the collection in all physical areas where artifacts Will be stored.
2. Control standards for temperature, relative humidity, lighting and air cleanliness are
established. The eCI (Canadian Conservation Institute) provides the minimum standards for
proper environmental control. The County of Elgin is committed to the facilities and equipment
to achieve and maintain these standards and has delegated the responsibility of regulation and
maintenance of these procedures to a qualified person.
3. Elgin County Museum will establish procedures and provisions for the care and support of the
collection in the event of damage or loss through fire, water damage, theft, vandalism,
biological infestation, or accident in a Disaster Plan.
'-.:' :." ~:. ...:....
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4. The County of Elgin shall provide storage areas and a Curatorial Workspace sufficient to
accommodate the size and material COmpositiOn of the collection.
5. The storage spaces allocated will be clean, orderly, environmentally controlled, and will aUow
adequate physical access to the artifacts. Access will be restricted to designates.
6. The museum will budget for related training for designated staff in the handling and
preventative care of artifacts. Only staff with appropriate training will be permitted to handle
artifacts.
7. Elgin County Museum will ensure that all artifacts that are outgoing will be protected from
damage in transit and during use in the borrowing institution, and through the use of Condition
Reports and related documentation.
8. Elgin County Museum will ensure that all artifacts that are incoming will be protected while In
the institution's care.
9. The Curator will be responsible for determining conservation priorities and the nature and
extent of Treatment Conservation, if required. Priorities for Treatment Conservation (in order
of importance):
a) Those artifacts requiring emergency treatment or stabilization.
b) Those artifacts as determined by the Curator to be of particular historic significance.
c) Those artifacts required for display.
d) Those artifacts required for programming.
e) All other artifacts owned by the County of Elgin and placed in the care of Elgin County
Museum.
10, Elgin County Museum Will ensure that cleaning, repair or restoration of any artifact is carried
out only by qualified personnel and in such a manner as to mairitain the historical and artistic
integrity of that artifact. .
11.AII Treatment Conservation methods will be carefully documented through condition and
treatment reports (paper record and the current database). These reports will be permanent
records and kept on file with the related artifact infonilation. The principal goal is stabilization
and the treatment must be as reversible as possible.
12. When required, designated staff will consult with qualified experts in the field of conservation
. before taking any course of action, which may affect the physical state of the artifacts.
Policy Review and Approval
The COliservation Policy is reviewed on a yearly basis, or any time that changes are deemed
necessary. The Curator and Director of Cultural Services will conduct the review, in conjunction with
other prOfessional staff. The reviewed version will be submitted to Elgin County Council for apprbval.
'1-"'-
REPORT TO COUNTY COUNCIL
FROM:
Ninette Gyorody, Curator
Brian Masschaele, Manager of Cultural Services
DATE:
11 September 2006
SUBJECT:
Official Opening and Exhibit Room hours of Elgin County
Museum
CORPORATE GOAL(S) REFERENCED:
To promote cultural services;
To forge community partnerships
INTRODUCTION:
Elgin County Museum is preparing to open to the public. This report
recommends a grand opening date. It also recommends new exhibit room hours
and admission rates.
DISCUSSION:
Staff are proposing that the grand opening of Elgin County Museum take place
on Thursday, October 26th, in the early evening. If Council approves this date,
invitations will be sent to MP Joe Preston and MPP Steve Peters in appreciation
of the federal and provincial support of this project. Mayor Jeff Kohler will also be
invited on behalf of the City of St. Thomas. Invitations will furthermore be sent to
community groups and related stakeholders.
Preparations are currently underway to facilitate this grand opening. This
includes moving artefacts into collections storage. Several artefacts and chattels
have also been donated and/or loaned to Elgin County museum partners.
Backus-Page House Museum has been a particular beneficiary of this
partnership, with several pieces of furniture offered to this institution on a loan
agreement. Council should also be aware that all County museums are using
the County's software to inventory their collections, another sign of the strong
partnership that is evolving.
The opening exhibit will be 'Dear Old Alma: The History of a Progressive SchooL'
The members of the Alma College Alumnae Association approached staff about
such an exhibit earlier this year. Staff feel that this exhibit is appropriate for the
museum's inaugural event given the County's past extensive support of the
college in terms of collection storage, previous donations to the archives and the
fact that the fate of the building is high in the public's consciousness.
Staff are proposing expanded exhibition room hours for the new Elgin County
Museum. At 32 Talbot Street, exhibit rooms were traditionally open a total of 30
hours per week, Tuesday to Saturday. Staff are proposing that exhibition room
hours increase to a total of 48 in the new facility. The two full-time staff will work
staggered schedules of 35 hours each from Monday to Saturday. At least one
staff person would therefore be available for administrative purposes from 8:30
am -4:30 pm, Monday through Saturday. Public visitation hours would be from
Tuesday through Saturday, with evening hours on Thursday. Staff feel that the
addition of evening hours will assist in attracting visitors to the new facility. The
museum would continue to be closed on Sundays and on holidays. The
following are proposed exhibition hours and for administrative purposes:
Exhibition Hours ~dministration Hours
Mondav Closed bne staff: 8:30-4:30
Tuesdav 10-4 Both staff: 8:30-4:30
Wednesday 10-4 Both staff: 8:30-4:30
Thursday 10-7 bne staff: 8:30-4:30
~nd staff: 11-7
Friday 10-4 Both staff: 8:30-4:30
Saturday 10-4 bne staff: 8:30-4:30
Sunday Closed
Statutory Holidays Closed
Staff are proposing that the admission fees be reduced to admission by donation
(with no suggested amount). Admission at 32 Talbot Street was previously two
dollars per person. Staff feel that admission by donation will encourage the
public to visit the new facility. Equitable public access is also an integral part of
creating a barrier-free museum. Evidence suggests that revenues can actually
increase when admission is done on a donation basis. For instance, the
Peterborough Centennial Museum and Archives once charged a minimal
admission fee but now proceeds on a donation basis. Attendance numbers at
this facility increased after the change was made and donations equalled or
exceeded past admission fees.
Council should also be aware that staff are planning to offer community
programming, including workshops and lectures that would generate additional
revenues. A further report on fees for such services will be forthcoming. Staff
are mindful that Thursdays are extremely busy in the Elgin County Administration
Building when Provincial Offences Act Court is in session so such programming
will not be scheduled during the day on Thursdays.
CONCLUSION:
With Elgin County Museum now in its permanent location at the County building,
staff recommend that the official opening of the museum be held on Thursday,
October 26th. Staff also recommend that the hours of operation increase and that
admission fees be established on a 'by donation' basis.
RECOMMENDATION:
THAT the official grand opening for Elgin County Museum be held on Thursday,
October 26th, 2006;
AND THAT the museum's exhibit area be open to the general public from
Tuesday to Saturday with Thursday evening hours;
AND THAT public admission to the museum proceed on a 'by donation' basis.
Mark nald
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Brian Masschaele, Manager of Cultural Services
DATE:
11 September 2006
SUBJECT:
Tweedsmuir History digitization project funding
CORPORATE GOAL(S) REFERENCED:
To promote cultural services;
To promote community partnerships.
INTRODUCTION:
The Elgin County Archives has received a financial contribution in the amount of
$9103 from Library and Archives Canada to digitize Tweedsmuir History books of
Elgin County Women's Institute branches. This report outlines the nature of the
project and recommends that the funding be accepted.
DISCUSSION:
The Elgin County Archives has been successful in an application to the Canadian
Culture On-Line Program under Heritage Canada and Library and Archives
Canada to digitize Tweedsmuir history books of Elgin County Women's Institute
branches. These books are a valuable resource on the history of communities
across the County and their contents are often under-appreciated. This project
will entail the digitization of these books in their entirety for posting in the
archives' website where they will then become globally viewable and searchable.
Photographs will also be scanned separately to create a virtual exhibit on the
visual heritage of County communities. The title of the project is "Home and
Country Perspectives: Elgin County Tweedsmuir Histories".
The contribution of $9103 must be matched given that this is a cost-shared
program. The archives was able to secure financial contributions from the Elgin
Historical Society, the Elgin County District Women's Institute, individual
Women's Institute branches and the Elgin Photographic Heritage Society in the
amount of approximately $3000 to assist with this project. The archives was also
able to secure a number of in-kind contributions through staff time, web
development and equipment to off-set remaining costs. No additional funds are
therefore required to proceed with this project.
These funds will enable the archives to hire a project archivist for a period of
approximately 110 days to undertake this work. If approved, the work must be
completed by March 31 st 2007 under the terms of the contribution.
CONCLUSION:
The Elgin County Archives has been successful in an application to Library and
Archives Canada to digitize Elgin County Women's Institute Tweedsmuir books.
This report recommends that the contribution of $9103 be accepted and that the
project proceed.
RECOMMENDATION:
THAT funding in the amount of $9103 under the Canadian Culture On-Line
Program through Library and Archives Canada and Heritage Canada be
accepted by the Elgin County Archives for the purposes of digitizing Tweedmuir
History books of Elgin County Women's Institute branches;
AND THAT the Department of Human Resources proceed with recruiting for the
position of project archivist under the terms of the contribution;
AND THAT letters of appreciation be sent to MP Joe Preston on behalf of the
Government of Canada, the Elgin Historical Society, the Elgin County District
Women's Institute and the Elgin Photographic Heritage Society.
Respectfully Submitted
&~
Brian Masschaele
Manager of Cultural Services
REPORT TO COUNTY COUNCIL
FROM: Cathy Bishop, Director of Library Services
DATE: September 18th, 2006
SUBJECT: Cultural Services Implementation
CORPORATE GOAl(S) REFERENCED:
To promote cultural services.
INTRODUCTION:
At Council's meeting on March 14th, 2006, a report was approved renaming the County's
Department of Library Services to the Department of Cultural Services pending the
retirement of the Manager of Library Services. This report informs Council that this
change will take affect on September 29th, 2006.
DISCUSSION:
County Council approved the re-naming of the Department of Library Services to the
Department of Cultural in March 2006. This change was made to reflect the
department's responsibilities for the Elgin County Library, the Elgin County Archives and
the Elgin County Museum. It was to take affect upon the retirement of the Manager of
Library Services.
The Manager of Library Services will formally retire on September 29th, 2006. As of this
date, the Department of Library Services will be known as the Department of Cultural
Services. The Director's job title will change accordingly. Council also approved
changing the job title and duties of the Manager of Archives to the Manager of Cultural
Services. This change will also take full effect as of September 29th, 2006.
Attached to this report is a press release informing the public regarding this change.
CONCLUSION:
This report informs Council that the recommendation to re-name the County's
Department of Library Services to the Department of Cultural Services will take full affect
on September 29th, 2006 and that the job titles and responsibilities of the current Director
of Library Services and Manager of Archives will be adjusted accordingly.
RECOMMENDATION:
THAT this report be received as information.
Respectfully Submitted
c~~4
Director of Library Services
Elgin County Cultural Services
450 Sunset Drive
St. Thomas, ON N5R 5V1
PRESS RELEASE
FOR IMMEDIATE RELEASE
Contact: Cathy Bishop, Director of Cultural Services
Office: 519-631-1460, ext. 1 09
Email: cbishop@elqin-countv.on.ca
County of Elgin Department of Cultural Services Established
St. Thomas, ON September 29th, 2006 - Effective immediately, the County of Elgin's Department of
Library Services is re-named the Department of Cultural Services. This new name better reflects the
nature of services delivered by this department through the Elgin County Library, Elgin County
Museum and Elgin County Archives.
According to Warden Paul Baldwin, "County Council feels that this new name re-affirms our
commitment to promoting the County's rich culture and will help in fostering even greater community
partnerships throughout Elgin."
The Elgin County Library, Elgin County Archives and Elgin County Museum will remain separate
institutions within this department in terms of mandates and policies. This change will nevertheless
facilitate the integrated management of these programs under one department.
Effective immediately, the job title of the Director of Library Services, Cathy Bishop, is changed to the
Director of Cultural Services and the job title of the Manager of Archives, Brian Masschaele, is
changed to the Manager of Cultural Services.
-3D-
archivist@elgin-county.on.ca
www.elgin.ca
(519) 631-1460 ext 138
Fax (519) 631-9209
REPORT TO COUNTY COUNCIL
FROM: Meredith Goodwin, Construction Technologist
Sonia Beavers, Purchasing Co-Ordinator
DATE: September 21, 2006
SUBJECT: Tender Award - Replacement of Flooring - Terrace Lodge
Contract # 5920-06-01
CORPORATE GOALS:
a) To recognize and seize opportunities for improvement, b) To nurture and support
dignified long-term care and c) To promote Elgin as "The Place to Live./I
INTRODUCTION:
As part of the approved 2006 Capital Budget, and the County's Procurement Policy,
Tenders were issued for the Replacement of Flooring at Terrace Lodge. Three separate
Tenders were issued as follows: a) Asbestos Sheet Flooring Abatement, b) Supply &
Installation of Amtico Luxury 500 Flooring and Altro Safety Flooring and c) Supply and
Installation of Ceramic Tile Flooring.
DISCUSSION I CONCLUSION:
There are three separate tenders that form part of this project. The project will include
a) Asbestos Sheet Flooring Abatement, b) Supply and Installation of Amtico Luxury 500
Flooring and Altro Safety Flooring and c) Supply and Installation of Ceramic Tile
Flooring.
Other costs associated with this project includes Consultant Services for the Asbestos
Abatement and miscellaneous costs.
a) Asbestos Sheet Flooring Abatement
Sealed bids for the Asbestos Sheet Flooring Abatement were received until September
21, 2006. Three companies submitted sealed bids and the results were received as
. follows:
COMPANY
TENDER BID
exclusive of taxes
$ 69,300.00
$ 93,113.21
$ 168,400.00
Asbestos Insulation Mtce AIM Gardiner Insulation
Amla Cor oration Inc.
Restoration Environmental Contractors
;2.
Asbestos Insulation Mtce (AIM) Gardiner Insulation submitted the lowest bid for the
Asbestos Sheet Flooring Abatement at a total price of $69,300.00 (exclusive of taxes).
Councillors should be aware that Golders Associates is providing the contract
administration and inspection services for this Tender at an estimated cost of $20,000
(exclusive of taxes).
b) Supply & Installation of Amtico Luxury 500 Flooring and Altro Safety Flooring
Sealed bids for the Supply & Installation of Amtico Luxury 500 Flooring and Altro Safety
Flooring were received until Thursday, September 7, 2006. Two companies submitted
sealed bids for the Supply & Installation of Amtico Luxury 500 Flooring and Altro Safety
Flooring for Terrace Lodge and the results received were as follows:
COMPANY
Bernardo Grou
Don Manicom Floor Coverin
TENDER BID exclusive of taxes
$ 13,097.52
$ 17,883.04
Bernardo Group submitted the lowest bid for the Supply & Installation of Amtico Luxury
500 Flooring and Altro Safety Flooring for Terrace Lodge at a total price of $13,097.52
(exclusive of taxes).
c) Suppy and Installation of Ceramic Tile Flooring
Sealed bids for the Altro Safety Flooring and the Supply and Installation of Ceramic Tile
Flooring were received until Thursday, September 7, 2006. Two companies submitted
sealed bids for the Supply & Installation of Ceramic Tile Flooring for Terrace Lodge and
the results were as follows:
COMPANY TENDER BID (exclusive of taxes)
Don Manicom Floor Covering $ 75,876.40
Bernardo Group $ 97,974.84
Don Manicom Floor Covering submitted the lowest bid for the Supply & Installation of
Ceramic Tile Flooring for Terrace Lodge at a total price of $75,876.40 (exclusive of
taxes).
A total of $160,000 has been allocated to this project. The total project cost for
Asbestos Sheet Flooring Abatement, ($69,300), Supply and Installation of Amtico
Luxury 500 Flooring and Altro Safety Flooring, ($13,097.52), and the Supply and
Installation of Ceramic Tile Flooring, ($75,876.40), Consulting Services, ($20,000), and
miscellaneous costs will be approximately ($17,000). Therefore a shortfall of
approximately $36,000 exists.
J
Staff recommend that the additional funds required to complete the project be made
available from Terrace Lodge Reserves. With Council's approval staff will therefore
allocate $36,000 from Terrace Lodge Reserves to complete the Replacement of Flooring
at Terrace Lodge.
RECOMMENDATION:
THAT, Asbestos Insulation Mtce (AIM) Gardiner Insulation be selected to supply labour,
equipment and materials for the Asbestos Sheet Flooring Abatement at Terrace Lodge
at their submitted price of $69,300.00 exclusive of all taxes, and
THAT, Bernardo Group be selected to Supply and Install Amtico Luxury 500 Flooring
and Altro Safety Flooring at Terrace Lodge at their submitted price of $13,097.52
exclusive of all taxes, and
THAT, Don Manicom Floor Covering be selected to Supply and Install Ceramic Tile
Flooring at Terrace Lodge at their submitted price of $75,876.40 exclusive of all taxes,
and
THAT, the Warden and Chief Administrative Officer be authorized to enter into an
agreement with a) Asbestos Insulation Mtc (AIM) Gardiner Insulation for the Asbestos
Sheet Flooring Abatement b) Bernardo Group for Supplying and Installing Amtico
Luxury 500 Flooring and Altro Safety Flooring c) Don Manicom Floor Covering for
Supplying & Installing Ceramic Tile Flooring, and also
THAT, Council authorizes staff to allocate $36,000 from Terrace Lodge Reserves to
complete the Replacement of Flooring at Terrace Lodge.
R~tte~~
Meredith Goodwin
Construction Technologist
Approved for Submission
~
Clayton Watters
Director, Engineering Services
~ ~.nJH.vJ
. Sonia Beavers
Purchasing Co-Ordinator
~
Rhonda Roberts
Directa , Terr
tf
CORRESPONDENCE - SEPTEMBER 26. 2006
Items for Consideration
1) Ann Neville, Beattie Haven Retirement Community, requesting a letter of support to the
Ministry of Health for the Beattie Haven Retirement Home's bid for long term funding of
20 of their 40 beds. (ATTACHED)
2) John S. Burke, Deputy Minister, Ministry of Municipal Affairs and Housing, with
information concerning the nomination process and requesting support for the "Long-
standing Service Program". (ATTACHED)
3) Arlene Cox, Clerk-Administrator, Township of Carlow/Mayo, with a resolution
requesting that the Province permit all vehicles owned by municipalities to operate
without license plates and be allowed to use coloured diesel fuel. (ATTACHED)
4) Shawn Boggs, Clerk-Treasurer, Township of McKellar, with a resolution requesting
Hydro One Networks to immediately implement an improved system of
communication with emergency service providers by placing a higher priority on
Emergency Service calls. (ATTACHED)
5) Doug Reycraft, President, Association of Municipalities of Ontario, with an invoice re:
the AMO OMERS Special Fund for 2006-2007. (ATTACHED)
6) Hon. John Gerretsen, Minister of Municipal Affairs and Housing, requesting support of
the Province's and Ministry of Municipal Affairs and Housing's position on the fiscal
imbalance issue and regarding the future of the Federal infrastructure programs.
(ATTACHED)
7) Mayor Marie Trainer, Haldimand County, requesting support for the Ontario Flue-Cured
Tobacco Growers' Marketing Board Exiting Strategy. (ATTACHED)
8) Jim Malik, Operations Manager, Thames Elgin-St. Thomas EMS, requesting the
donation of an Elgin County Flag for use by the EMS Honour Guard at special events.
(ATTACHED)
BEAniE HAVEN
RETIREMENT COMMUNITY ;;})
23328 Beattie Line, RR #1 Wardsville, Ontario NOL 2NO
Phone 519-693-4901 Fax 519-693-4279
A CHARITABLE, NON-PROFIT ORGANIZATION
August 15, 2006
Elgin County
Warden Paul Baldwin
450 Sunset Dr_
St. Thomas, ON
N5R 5V1
Dear Mr. Baldwin
(;
Beattie Haven is an important part of our rural community_ As a
regional non-profit and charitable seniors home, we serve each municipality
attracting seniors from across this part of Ontario.
Our employees are caring, loyal, and dedicated to serving our loved ones.
On behalf of the board of directors of Beattie Haven, I am requesting that
your council support our bid for long term funding for 20 of the 40 beds.
It is imperative that we are successful in obtaining this funding so that
we may continue to serve the seniors in this area. With rising health care
costs, the board feels this is the most viable way to serve this area as a
public facility_
We would ask that you send a letter of support to: Honourable George
Smitherman, Minister of Health and Long Term Care, Hepburn Block, 10th
Floor, 80 Grosvenor St., Toronto, Ontario, M7A 2C4.
If you have any questions, please contact Lyn Champigny, Administrator at
519-693-4901 or myself at 519-693-4614_
It is of the utmost importance that we are successful in getting this
funding. To plan ahead, we need to have this to meet the challenges in
health care at our facility.
Thank you in advance for your support. Please send a copy of your
correspondence to our board at Beattie Haven.
Sincerely
~ Y\wJ-L
Ann Neville
Chairperson
In Case of Transmission Difficulties, please Call 416-863-2101 or
1-866-309-3811
please Deliver To: county of Elgin
Office of the Deputy Minister
171H Floor
777 Bay Street -
Toronto ON M5G 2E5
Tel: (41(\) 585.7100
Fax: (416) 585-7211
Bureau dl,l $ous-ministre
. ~ Ontario
Ministry of Municipal Affairs - Ministere des Affalres municipales
and Hou&ing et du Logenient
17e etage
777. rue Bay
Toronto ON M5G 2E5
t~le (416) 585-7100-
telecopl~ur: (416) 585.7211
September 8; 2006
Fl'"om.:
All Municipal CADs/Clerks
John S. Burke
Deputy Minister
Memorandum To:
Subject:
Long-standing Service Program
The Ministry of Municipal Affairs will be entering the third year of the Long~standing Service-
Program. This special recognition program isfor locally elected officials who have serveq 25
years or more in municipal government. This year, in addition to the 25-year recipients, we were
privileged to acknowledge two individuals with the exceptional status of having served over 50
years.
This letter is to inform you of the nomination process and to request your support for the Long-
standing Service Program. Municipalities have an important role to play in identifying the
individuals to be recognized - we need your assistance in bringing forward the names of eligible
nominees.
The following are the nomination criteria:
. 25 or mOre years of service on municipal council(s) as of December 1, 2006 (not
necessarily consecutively); and
. currently serving on council, i.e., in the nomination year (nominees may have served on
council in more than one municipality).
A nomination form is attached. The completed forms can be faxed or mailed to the ministry's
Municipal Services Office serving your mijIlicipality. A list of the offices is provided. Please
send the complete<:! forms by December 31) 2006.
/2
- 2-
All MunicipalCAOs/CJerks
The recipients will be recognized at our ministry's annual regional conferences.
Thank you for your support of this important initiative.
Yours truly,
Attachment
@ Ontario
RECOGNITION OF LONG STANDING SERVICE PROGRAM
The strength of Ontario has always been dependent on the spirit and dedication of its municipal politicians, for it
is thQse individuals who determine the effectiveness of local government.
The Minister of Ministry of Municipal Affairs and Housing is pleased to acknowledge the lengthy public service
record of Ontario's municipal politicians who have served on council for 25 years or more.
Program Criteria:
. 25+ years of service on municipal council(s) as of December 1, 2006 (not necessarily consecutively)
. Currently serving on council in the nomination year (Nominees may have served on council in more than
one municipality)
A municipal l'epresentative (staff/senior official) to complete the section below to initiate a recognition.
Nominee's Name:
Municipal Address;
Business Telephone:
Fax: email:
Years of Service in Local Government: e.g. John Doe Local Councillor 1974-1979 5yrs.
Regional Councillor 1981-2005 24yrs.
.Municipality Years
Municipality Years
Municipality Years
Submitted by:
Title:
Nominator's email and/or phone #
2
Please provide brief biographical information or synopsis of the nominee's major achievements.
(not more than one paragraph)
Nominations for the year 2006 to be received by: December 31, 2006
Please submit to:
Long-standing Service Program
MSO Regional Office (regional lists are attached)
Attention: Regional Director
Reviewed by:
Ministry of Municipal Affairs and Housing, Regional Director
CORPORATION OF THE TOWNSHIP OF CARLOW/MAYO
3987 Boulter Road
General Delivery
Boulter, Ontario
KOLIGO
Arlene Cox - Clerk-Administrator/Deputy Treasurer
Lois W ard -Treasurer /Deputy Clerk
Municipal Office Hours
Monday 9 a.m. - 5 p.m.
Tuesday 9 a.m. - 5 p.m.
Thursday 9 a.m. - 5 p.m.
Tel: (613) 332-1760
Fax: (613) 332-2175
E-Mail: carlow@northcom.net
At their meeting of June 6th, 2006 the Council of the Corporation ofthe Township of
Carlow/Mayo passed the following resolution requesting support from all municipalities in
Ontario on these important issues:
WHEREAS the Province regulates licensing of all vehicles operating on roadways;
AND WHEREAS the municipality feels that all municipalities in Ontario should be exempt
from plating their owned vehicles due to the cost of maintaining the roadways within their
boundaries;
AND WHEREAS the Province regulates that coloured diesel fuel must not be used in any
licensed vehicles, only off-road vehicles;
AND WHEREAS the municipality feels due to the variance in the price per litre between
diesel fuel and coloured diesel fuel it warrants consideration by the Province of Ontario to
permit the use of coloured diesel fuel in all municipally owned vehicles;
THEREFORE BE IT RESOLVED that the Council of the Township of Carlow/Mayo
requests the Province of Ontario to permit all vehicles owned by municipalities in Ontario to
operate without license plates and be allowed to use coloured diesel fuel in all vehicles not
just off-road vehicles;
AND FURTHER THAT this resolution be forwarded to the Premier of the Province of
Ontario, the Minister of the Ministry of Transportation, the M.P.P. for Hastings-Frontenac,
Lennox & Addington, Leona Dombrowsky and the Association of Municipalities of Ontario
for circulation to all municipalities in Ontario.
Arlene Cox
Clerk-Administrator
Township of McKellar
P.O. Box 69, McKellar, Ontario POG teO Phone: (705) 389-2842
Fax: (705) 389-1244
September 12,2006
TO: All Municipalities in the Province of Ontario
RE: Hydro One Emergency Calls
The Council of the Township of McKellar, at its regular meeting on September 5, 2006, adopted
the following resolution regarding Hydro One Networks' response to emergency service requests.
WHEREAS on August 6, 2006 at3:12 a.m. the Township of McKellar Fire Department was
dispatched to the scene of a structural fire;
AND WHEREAS the McKellar Fire Dispatch was immediately directed to contact Hydro One
Networks for a disconnect;
AND WHEREAS Fire Dispatch was put on hold by Hydro One for eighty seven (87) minutes;
AND WHEREAS this lack of direct communication with Hydro One put the personal safety
of the Firefighters at the scene in jeopardy;
AND WHEREAS at no point did Hydro One attend the scene;
NOW THEREFORE BE IT RESOL YED that the Council of the Township of McKellar
request Hydro One Networks to immediately implement an improved system of
communicating with emergency service providers by placing a higher priority on Emergency
Service calls;
AND THAT a copy of this resolution be circulated to the Honourable Dwight Duncan,
Minister of Energy, Tom Parkinson, President, Hydro One Networks and all Ontario
municipalities.
The Council of the Township of McKellar appreciates your consideration and support.
-~#/
Shawn Boggs, AMCT
Clerk-Treasurer
.bte
Association of Municipalities of Ontario
Association of
Municipalities of Ontario
OFFICE OF THE PRESIDENT
September 15, 2006
fJ
f~
Warden Paul Baldwin
County of Elgin
450 Sunset Dr.
St. Thomas, ON N5R 5V1
'? 0 ,?(Nllf::
&.. t~",iUiu
toe:
Dear Warden Paul Baldwin,
j~n~jm~if'"'~'''l~\ 'rIVE SERVICES
As you are aware, with the proclamation on June 30, 2006 of Bill 206, the new OMERS Act, AMO has a new and
significant responsibility to represent municipalities and appoint municipal employer representatives to each of
the OMERS Sponsors Corporation and Administration Corporation. AMO's Board considered the potential
implications of bringing strong and persuasive representation and support to the municipal employer
representatives against the potential impacts of doing either nothing or little. AMO's position is that a proactive,
strategic approach with dedicated resources is the wisest course of action for municipal employers.
On August 1~, 2006, many of you attended the AMO Special Meeting of OMERS municipal employers in Ottawa
to discuss employer interests and AMO's proposal outlined in the discussion paper entitled "Bill 206 and
OMERS: Meeting AMO's New Responsibilities; Investing in Municipal Interests". This was an important meeting
that outlined the changes in AMO's obligations under Bill 206 - matters that extend beyond the Association's
policy development and advocacy role and current resources.
At this meeting, AMO sought general feedback as well as a confirmation of support to contribute to the AMO
OMERS Special Fund as a source of dedicated funds to exclusively support OMERS-related activities. The
attendance of over 300 municipal employers and strong support for AMO's position voiced at that meeting shows
how seriously you take the issues concerning municipal employer interests in this new world of "pension
bargaining". It also shows how committed you are to protecting the best interests of ratepayers in your
communities.
The AMO OMERS Special Fund is to be established annually based on the number of OMERS employees in
each municipality, including transit and police employees. The funds will be administered as a separate and
distinct business activity exclusively for OMERS related activities and AMO will fully and frequently report on this
Fund to municipal employer participants. Attached you will find an invoice that outlines the respective
contributions to the Special Fund for your municipality and instructions for payment.
Thank you for your support and for participating in this important endeavour.
If you have any questions, please contact Pat Vanini, Executive Director at 416-971-9856.
Yours truly,
o~ C{aIf
Doug Reycraft
President
Attachment
s'
393 University Ave., Suite 1701 Toronto ON M5G 1E6 Canada I E-mail: amo@amo.on.ca 1 www.amo.on.ca .
Tel: (416) 971-98561 Fax: (416) 971-61911 Toll-free in Ontario: 1-877-426-6527 "
..bte
Association of Municipalities of Ontario
AMO OMERS SUPPORT FUND
Accounts Payable
Invoice No.: 200607-0-10707
Invoice Date: September 15, 2006
Due Date: October 15, 2006
County of Elgin
450 Sunset Dr.
St. Thomas, ON N5R 5V1
BILLED TO AMOUNT
County of Elgin
# of OMERS Enrolled Employees*: 249
2006 amount: $1.73/employee 430.77
2007 amount: $5.06/employee 1,259.94
TOTAL: $1,690.71
* Data provided by OMERS based on information from your municipality.
This figure includes police service and transit employees where applicable.
VENDOR:
AGGT NO:
APPROVED BY:
Please make cheque payable to: Association of Municipalities of Ontario
Please direct billing inquiries to: Deborah Hannah, dhannah@amo.on.ca or 416-971-9856, Ext. 310
393 University Avenue, Suite 1701 Toronto, Ontario M5G 1 E6
Tel: 416-971-9856 Toll Free: 1-877-426-6527 Fax: 416-971-6191
{;
E-Mail to Councillors and Heads of Councils
RE: Provincial-Territorial Meeting on Infrastructure
September 20, 2006
Administrative staff: Should this e-mail from Minister John Gerretsen reach you instead of the elected
officials for whom it is intended, please forward it along. Thank you.
Dear Heads and Members of Councils,
Today in Yellowknife for a provincial-territorial meeting of ministers of local government, I presented
federal Minister of Transport, Infrastructure and Communities, Lawrence Cannon, with a number of
recommendations on infrastructure renewal.
From Ontario's perspective, the priority is that the federal government address the fiscal imbalance in
a way that is fair for all Canadians, including the 39 per cent who live in Ontario.
Ontario must be allocated its fair share of infrastructure funding if Ontario and Canada are to continue
to compete and prosper in a global economy. Ontario also supports the move to make the federal gas
tax transfer to municipalities permanent.
My colleagues and I made a number of other recommendations to Minister Cannon on federal
infrastructure funding and program development, including greater consultation on program design,
recognition of local priorities and respect for existing reporting and accounting mechanisms.
I know many of you share our government's position on the fiscal imbalance issue. Infrastructure
funding is an important component. To date, more than 100 municipal resolutions have been passed
supporting Ontario's position on the fiscal imbalance.
In the coming weeks, Minister Cannon will make recommendations to Finance Minister Jim Flaherty
regarding the future of federal infrastructure programs which affect us all. I encourage you to join me
in calling on these Ministers to deliver permanent, fairly distributed infrastructure funding to ensure
our long-term economic and service sustainability.
I hope you are finding these electronic updates useful. To change your contact information or to
remove your name from the distribution list, please send an e-mail tojennifer.fong@mah.gov.on.ca
(Ministry staff will not receive your e-mail if you simply reply to this message.) If you would prefer to
receive my updates by fax, please let us know that as well.
Finally, to reach me on ministry matters, please email me at minister@mah.gov.on.ca or send a letter
to
John Gerretsen, Minister
Municipal Affairs and Housing
777 Bay Street, 17th Floor
Toronto, ON M5G 2E5
Sincerely,
John Gerretsen
1
Mr. Paul Baldwin
Office of the Warden
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5VI
. ., .._,."" " ---IV- 8""(1%1''''''''''=''''
;'(:'IF'\\h;-n;j,I'~'i''' t'- \10" w'Pf'::5
~-';;s~_~'fo,~ ';'i;\,,~ ~ n i'iR Wo:ll a i9~ .
Dear Mr. Baldwin:
RE: The Decline of the Tobacco Industrv
On behalf of Mayor Trainer, we enclose a copy of our letter submitted in regards to the
above, as well as a list of recipients.
Yours truly,
/\
/)/ /:
[,( lv{9'vs
ArIa DOff
Administrative Coordinator
to the Mayor
Enc!. 2
Cayuga Administration Office, 45 Munsee Street North, P.O. Box 400, Cayuga, Ontario NOA 1EO
Phone: (905) 318-5932' Fax: (905) 772-3541
www.haldimandcountv.on.ca
September 11, 2006
Honourable Diane Finley
Minister of Human Resources & Social Development
70 Queensway West
Simcoe, Ontario
N3Y 2M6
Dear Honourable Diane Finley:
The situation in tobacco country is grim. The rapid decline in the tobacco-growing sector continues to
create hardship for farm families and our communities.
In a complex society, the devastation in one industry sector is rarely without effect on several other sectors,
and this is most definitely the case in Southwestern Ontario. For many years, our communities have relied
significantly on the tobacco economy and the benefits of a thriving industry, ie jobs, taxes, and commercial
sales on many fronts. The smallest crop in history is being grown this year and in dollar terms alone, this
year's crop size will equate to approximately $60 million being taken out of the economy of the tobacco-
. .
growmg area.
Our neighbours in Norfolk have enjoyed a very lucrative livelihood which they have shared with
Haldimand County and has helped to boost our economy. That is now gone. The impact hurts Haldimand
also. The Six Nations people are now growing tobacco themselves, purchasing from the auction exchange,
or importing a product that is below the standards that our neighbours had to follow. This now creates a
high health risk for all those who cannot kick the habit.
It is our understanding that, in the Exit Strategy submitted by the Ontario Flue-Cured Tobacco Growers'
Marketing Board, the Board has identified the needs of a producer as well asa need for programs and
dollars that could minimize the deficiencies created by the elimination of tobacco production in our
communities.
We support the Board's strategy and would strongly encourage you to consider the urgency around this
situation and bring a resolve to this matter by the fall of this year. All of us need to plan for the years ahead
Chid that is difficult ifnot impossible to do, under the current circumstances.
We look forward to hearing your thoughts on the above.
Yours truly,
J71~
Her Worship
Mayor Marie Trainer
t
Cayuga Administration Office, 45 Munsee Street North, P.O. Box 400, Cayuga, Ontario NOA 1EO
Phone: (905) 318-5932' Fax: (905) 772-2148
www.haldimandcountv.on.ca
Provincial Contacts
Honourable Dalton McG'uinty, Premier of Ontario
Room 281, Main Legislative Building, Queen's Park, Toronto, ON M7A 1A1
Phone: (416) 325-1941 . Fax: (416) 325-3745 e-mail: dmcquintv.mpP.co@liberal.ola.orq
Hori. Greg Sorbara, Minister of Finance
Room 316, Main Legislative Building, Queen's Park, Toronto, ON M7A 1Y7
Phone: (416) 212-1022 Fax: (416) 212-1025 e-mail: qsorbara.mpp.co@liberal.ola.orq
Hon. Leona Dombrowsky, Minister of Agriculture, Food & Rural Affairs
77 Grenville Street, 11th Floor, Toronto, ON M5S 183
Phone: (416) 326-3074 Fax: (416) 326-3083 e-mail: minister@omafra.qov.on.ca
Hon. Joe Cordiano, Minister of Economic Development and Trade
900 Bay Street, 8th Floor, Hearst Block, Toronto, ON, M7A 2E1
Phone: (416) 325-6900 Fax: (416) 325-6918 e-mail: icordiano.mpp.co@liberal.ola.orq
Federal Contacts
The Right Honourable Stephen Harper, Prime Minister of Canada
Room 309S, Centre Block, House of Commons, Ottawa, ON K1A OA6
Phone: (613) 992-4211 Fax: (613) 941-6900 e-mail: Harper.S@parl.qc.ca
Hon. Chuck Strahl, Minister of Agriculture & Agri-Food
Sir John Carling Building, 930 Carling Avenue, Ottawa, ON K1 A DC5
Phone: (613) 759-1059 Fax: (613) 759-1081 e-mail: StrahI.C@parl.qc.ca
Hon. Jim Flaherty, Minister of Finance
140 0' Conner Sreet, Ottawa, ON K1 A OG5
Tel: (613) 992-6344 Fax: (613) 992-8320
e-mail: FlahertV.J@oarl.qc.ca
Hon. Diane Finley, Minister of Human Resources & Social Development
70 Queensway West, Simcoe, ON N3Y 2M6
q
Tllomt1'
fJ'/Wfg./ltI' fl!#dlool ~mtJN
IIGIN-SITHOMAS IllS
125 Edward Street
S1. Thomas, Ontario N7G 4L9
Phone: (519) 637-3098
Fax: (519) 637-3484
E-Mail: office@thamesems.com
5 September 2006
Warden Paul Baldwin
450 Sunset Drive
St. Thomas ON N 5R 5V 1
't.:)
'. ~"~"",,'.vV""''] '," '~IVE Sii:MU!f1IEfI
At;i,i~r~j:;) I AA i I!mil'" lij Iv!;\)
REQUEST FOR AN ELGIN COUNTY FLAG
Warden Baldwin,
The Management and Paramedics at Elgin St.Thomas Emergency Medical Services, have
started a Honour Guard in ordered to promote our public service and the image of
Emergency Service Workers in our community.
This Honour Guard consists of six paramedics dress in a formal uniform that attends
community related events, memorial services, funerals, and grand openings. One of these
events is occurring on 19 September 2006, at the grand opening and dedication of the
Captain Dennis Redman Fire Station located in the north end of St. Thomas. The Honour
Guard will be forming a flag party for this official ceremony.
I would like to officially request a donation of an Elgin County Flag which this Honour
Guard will fly during such events. I would like to ask that you present the flag to the
Honour Guard. This presentation will be photographed and published in the St.Thomas,
Times Journal.
If you have any questions or concerns, please feel free to contact myself or Mr. Gordon
Mathers, the Honour Guard Commander at 519631-5316.
I wish to thank you for your consideration in this matter, and hope to hear from you soon.
Sincerely,
ik
Operations Manager
Elgin St. Thomas EMS
519637-3098 ext 2
/D
CORRESPONDENCE - SEPTEMBER 26. 2006
Items for Information (Consent Agenda)
1) Hon. Leona Dombrowsky, Minister of Agriculture, Food and Rural Affairs,
acknowledging the County's proposal for funding under Intake Three of the Canada-
Ontario Municipal Rural Infrastructure Fund (COMRIF). (ATTACHED)
2) Jeremy Griggs, Manager, Provincial Offences Act Unit, POA Info Bulletin, with
information concerning Ministry of the Attorney General's undertaking of a justice of
the peace workload study. (ATTACHED)
3) Scott Davis, Pandemic Planner, with information concerning the Pandemic Influenza -
Public Information Sessions in Elgin County. (ATTACHED)
4) Copy of "Part 1 Waste Management Master Plan" and "Part 2 Background to the Waste
Management Master Plan". (ATTACHED)
Ministry of Agriculture,
Food and Rural Affairs
Ministere de I' Agriculture,
de l'Alimentation et
des Affaires rurales
~
Ontario
Office of the Minister
77 Grenville Street, 11 th Floor
Toronto, Ontario M5S 1 B3
Tel: (416) 326-3074
Fax: (416) 326-3083
Bureau de la ministre
77, rue Grenville, 11 e etage
Toronto (Ontario) M5S 1 B3
Tel.: (416) 326-3074
Telec.: (416) 326-3083
SEP
1 2006
SEl) C 73l]5
Mr. Paul Baldwin
Warden
County of Elgin
Office of the Warden
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
Dear Mr. Baldwin:
Mr. Steve Peters, MPP for Elgin-Middlesex-London, has written to me in support of the
County of Elgin's proposal to Intake Three of the Canada-Ontario Municipal Rural
Infrastructure Fund (COMRIF) for the replacement of the Black Creek Hill Bridge on
Plank Road in Bayham. I have noted Mr. Peters's support for your proposal, and have
forwarded his letter to program staff for their review.
Intake Three provides the remaining 16 per cent - about $93 million - of
federal-provincial funding available under COMRIF. Your application has been received
by program staff and is currently being evaluated using a competitive, merit-based
process. Announcements with regard to approved projects are expected in the early part
of 2007.
Thank you for your interest in this important rural infrastructure initiative.
Sincerely,
~AJ~+
Leona Dombrowsky
Minister of Agriculture, Food and Rural Affairs
c: Mr. Steve Peters, MPP
Elgin-Middlesex - London
Ministry Headquarters: 1 Stone Road West, Guelph, Ontario N1 G 4Y2
Bureau principal du ministere: 1 Stone Road West, Guelph (Ontario) N1 G 4Y2
Pick Ontario Freshness
Cueillez la fraicheur de l'Ontario
~~2
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J:
POA - 18 - 096
POA Info Bulletin
POA - 18 - 096
To: POA Municipal Partners
Date: August 29, 2006
From: Jeremy Griggs, Manager, Provincial Offences Act Unit
Re: Justice of the Peace Complement - Time Study
As discussed at the Municipal Court Managers' Association's Annual Conference, the Ministry of the
Attorney General has undertaken a justice of the peace workload study with the support of the
Ontario Court of Justice.
The purpose of the study is to determine the justice of the peace resources required to provide
effective case resolution for the public and to increase the efficient operation of the courts. The
study is intended to provide an objective, impartial assessment of the workload performed by
justices of the peace.
The workload study will build on initiatives undertaken to date respecting complement. This new
study will capture information that has not been included in previous initiatives, including time spent
on travel, research, administration and intake functions. It will help the ministry to determine the
justice of the peace complement for the province.
The consulting services of the National Center for State Courts (NCSC) have been retained to
assist in conducting the workload study and developing a complement model. The NCSC is a
private, non-profit organization founded in the early 1970s and is based in the United States. Its
mission is to help courts to improve the administration of justice and better serve the public.
The NCSC has the most extensive experience of any organization in conducting judicial workload
studies, including studies for the Arkansas Supreme Court, Minnesota District Courts, Idaho District
Court, United States Federal Immigration Court, as well as establishing the methodology for
measuring judicial workload in Michigan, California and Florida. It is the only organization to have
undertaken a workload study by tracking and analyzing the time spent on various judicial duties.
The NCSC website (www.ncsconline.oro) has many research publications, including reports on
judicial workload studies similar to the current Ontario justice of the peace workload study.
The workload study includes a time study conducted between May 23, 2006 and June 18, 2006.
Justices of the peace were asked to record time spent on their work and work-related activities,
including travel, research and administration, whether at provincial court locations, municipal
locations, or off-site. This time study data recorded by justices of the peace was submitted directly
to the NCSC on a regular basis.
The time study will provide a profile of the current workload of justices of the peace and the average
time spent on various functions. This will be followed by a qualitative stage, during which the Court
will assist in reviewing the results of the study and advising on how much time various functions
1
POA - IB - 096
should be taking. Best practices and any constraints on those practices will be considered in this
qualitative review of the empirical data captured through the time study.
Lastly, the time values for various functions established through the time study and adjusted
through the qualitative review will be applied to the known existing and incoming workload to
determine the justice of the peace resources required to provide effective case resolution.
It is in the interest of Municipal Partners, the Court, the judiciary and the public, as well as the
Ministry, to ensure that the courts have the resources necessary to carry out their functions in a
reasonable and timely way.
I trust that this information will be of assistance. Thank you for your continued support.
Original signed by
Jeremy Griggs
Manager
Provincial Offences Act Unit
BULLETIN CONTACT INFORMATION
For more information concerning this bulletin, please contact:
Mr. Darrell Major
Information Coordinator
Provincial Offences Act Unit
700 Bay Street, 9th Floor
Toronto. Ontario
M6G 1 Z6
Tel: 416-314-6627
Fax: 416-326-2592
E-mail: darrell.major@jus.gov.on.ca
2
09/21/2005 15:37 519-531-2307
09/19/06 TUB 16:30 FAX 519 633 0468
ELGIN MANOR
ELGIN ST. THOMAS lID
PAGE 01/02
+,,-> ELGIN MANOR '$.I OU1
~
= elgln
~--.. st. thomas
~ health unit
J:lgin..St. Thomas Health Unit
99 edward St.
St. Thoma91 ON N5P 1'Y'8
T= 519.631.3159 .xt.309
F~ 519.633.0468
~~.elgfu-'~~altb.~!!!h~.~
liD'" SL '01......&
pandemic
Inllounza
PLANNING
Fax Cover Sheet
Re; PANDEMIC INFLUENZA - Public Information Session
Date: Tuesday September 19, 2006
To: Elgin - 8t. Thomas Community Stakeholders
From; Scott Davis, Pandemic Planner
Page 1 of2
,
1.1
As part of our information strategy we are conducting a number of Public Infortllation Sessions.
"Are We Prepared?" will allow residents of our community to understand the basic concepts of
influenza, pandemics and what the Elgin st. Thomas Health Unit is doing to prepare and respond
to a pandemio.
There are three initial sessions planned, all sessions running from 7:00 pm to 9:00 pm.
September 27th - East Elgin Community Complex
October 3~ - West Elgin Secondary School
October 11 th - St. Thomas Community Complex.
I am requesting your assistance to circulate or post the accompanying poster up in your office.
If you have any questions please contact me by calling the Elgin St.Thomas Health Unit at (519)
631-3159 ext. 309 or emell at sdaviscmelginhealth.on.ca
Sincerely;
~
Pandemic Planner
Elgin st. Thomas Health Unit
519.631.3159 eX!. 309
DISTRIBUTION SLIP
J Copy 0 FotwaJ:d
~dmin -- Mark
o Finance - Linda
~ - Harley
Other:~_
DATE: PI :;;../~ FROM: M.~liss~ EM
a Libraries - Cathy
Q Engineering - Clayton
a IT ~~ AI
Q Other:
/1
0g/21/2005 15:37 51g-531-2307
09/19/06 TUB 16:31 FAX 519 633 0468
ELGIN MANOR
ELGIN ST. TIlOMAS JlU
+.H ~L{;lN lllANUI<
PAGE 02/02
~ VIIZ
Elgin St.Thomas
Pandemic
Influenza
PLANNING
aIlI:P1 _, ~ _ i1~_.,. -. .,..:...I~
Pandemic Influenza
Public Information. Sessions
" Are We Prepared?"
Understand basic concepts of influenza,
pandemics and what the Elgin
St.Thomas Health Unit is doing to
prepare.
Sept. 27th - East Elgin Community Complex
Oct 3rd - West Elgin Secondary School
Oct 11th - St. Thomas Community Complex
All sessions held at 7:00 - 9:00 pm.
www.etginhealth.on.ca.lpandemic
Hosted by: ~ elgin
~ ~ st. thomas
. health unit
More Information:
Scott Davis
(519) 631.1950 ext. 309
/f2.
REPORT
to the
COUNTY OF ELGIN
and the
CITY OF ST. THOMAS
on
WASTE MANAGEMENT PLANNING
PART 1
. WASTE MANAGEMENT MASTER PLAN
PART 2
BACKGROUND TO THE WASTE
MANAGEMENT MASTER PLAN
S.H. Janes & Associates
December 1998
8
PART 1
WASTE MANAGEMENT MASTER PLAN
If
PARTl
Section 1
Section 2
Section 2.1
Section 2.2
Section 2.3
Section 2.4
Section 2.5
Section 2.6
Section 2.7
Section 2.8
Section 2.9
Section 2.10
Section 3
Section 4
TABLE OF CONTENTS
WASTE :MANAGEMENT MASTER PLAN
Introduction
Principles of the Waste Management Master Plan
Responsibility for the Preparation of the Plan
Responsibility for the Implementation of the Plan
The Waste Management Plan for Elgin County
and the City of St Thomas
Tenn of the Plan
Contracting out landfill and recyclable and
organic material processing senices
Contracting out Waste Management Facilities and Services
Monitoring the Waste Management Plan and Services
Basis for Service Charges
Contingency Plan
Updating the Waste Management Plan
Waste Management Senice Area Considerations
Summary of the Organizational Arrangements for Waste
Management Senices
;S'
Page 1
Page 1
Page 1
Page 1
Page 1
Page 3
Page 3
Page 3
Page 3
Page 3
Page 3
Page 4
Page 4
Page 4
I
PART 1
WASTE MANAGEMENT MASTER PLAN
1. INTRODUCTION
The County of Elgin and the separated municipality of the City of St. Thomas have undertaken to prepare
a Waste Management Master Plan for the orderly and environmentally responsible management of solid
waste generated within the County of Elgin and the City of St. Thomas. This Plan outlines the approach
selected for the collection and disposal of solid wastes and for the collection and processing of recyclable
and organic materials. The following sections set out the principals of the Plan and related matters.
2. PRINCIPLES OF THE WASTE MANAGEMENT MASTER PLAN
2.1 Responsibility for the Preparation of the Plan
The County of Elgin and the City of St. Thomas are responsible for the preparation of a Waste
Management Plan, which will be adopted separately by the County and City. The County, not having the
legislative authority to adopt a Plan will recommend this Plan to local County municipalities for their
consideration.
2.2 Responsibility for Implementation of the Plan
Those municipalities who wish to adopt the Plan will implement the Waste Management Plan. Each will
determine the range of services to be provided to their respective muni~ipality including:- the setting of
collection schedules and the carrying out of these services, including the collection and disposal of mixed
wastes; and the collection and processing of recyclable materials including organic materials and the
manufacturing of compost.
2.3 The Waste Management Plan for Elgin County and the City of St. Thomas
Collection and disposal of mixed wastes and the processing of recyclable materials and organic materials
will be contracted out on an open public tender basis to the private sector.
Responsibility for the delivery of waste management services will be divided between the participating
County municipalities and the City of St. Thomas. The County and City have jointly assumed
responsibility for the preparation of a Waste Management Master. The monitoring of waste management
quantities will continue to be the responsibility of the local County municipalities and the City of St.
Thomas.
The following municipalities will be responsible for the delivery of waste management services within
their respective jurisdictions:
CITY
· The City of St. Thomas
COUNTY MUNICIPALITIES
· The Municipality ofBayhamIPort BurwellNienna
· The Town of Aylmer
· The Municipality of Malahide/South Dorchester/Springfield
/~
2
. The Municipality of Central Elgin
. The Township of Southwold
. The Municipality of Dutton-Dunwich
. The Municipality of West Elgin
County municipalities, that have assumed waste management service contracts of the pre-merger
municipalities, will enter into the necessary contractual arrangements to extend or otherwise modify these
contracts. Providing for the delivery of collection and disposal services will be the responsibility of the
local municipalities and may be contracted out by the local municipality to the private sector or carried out
by the municipality. Contracts with the private sector will deal with the following:
. landfill waste disposal
. payment of royalties and other special fees to the hoSt and supporting
municipalities;
. identification and provision of transfer stations for public convenience in
the east, west and central areas of the County and the posting of operating
timetables and the char€ies, if any, for the materials received at the transfer
station;
. collection of mixed wastes, recyclable materials and organic materials from
identified generators; posting of service schedules, collection
arrangements for pick-up, and the provision of containers for organic
collection where required; .
. arrangements for the handling of municipal hazardous wastes;
· processing and revenue from the sale of recyclable materials;
. processing of organic materials and the manufacture of compost and its
placement/sale;
Local municipalities will determine the frequency of curbside collection of mixed wastes and recyclable
materials. All urban areas will provide curbside collection services while the service to rural areas will be
at the municipality's option. Municipal recyclable material collection services will, however, meet the
'Ministry of the Environment and Energy Regulation 101194, Schedules 1,2 and 3.
The County will provide to the local municipalities a "template" agreement for the municipalities to
consider in drafting their agreement with a waste management service supplier.
In the west end of Elgin County two existing landfills, the Dunwich Landfill and the Aldborough Landfill,
handle waste disposal for a service area that includes the new municipalities of Dutton-Dunwich and West
Elgin. Based on Ministry of the Environment and Energy evaluations these sites have an operating life to
at least 2002. These landfills will continue to be operated independently by each municipalities and upon
closure these two local municipalities will determine their future arrangements for waste management and
the disposal of wastes generated within each municipalities. In this regard it is recommended that
consideration be given to entering into waste management contracts with the same supplier(s) serving
other County local municipalities. It is recommended that the term of these future contracts mesh with
the terms of the existing municipal waste management contracts and with any closure schedules
determined for these landfills.
The new municipalities ofDutton-Dunwich and West Elgin will be responsible for the closure and
perpetual care management of their respective landfills. In order to resolve the question of site life and
the requirements for closure and perpetual care, the municipalities should undertake to prepare Design
and Operations (D&O) reports for the landfills and should submit these for the approval by the Ministry
of EnvirOlilllent and Energy under Regulation 299 of the Environmental Protection Act. This would
provide the basis for amendments to the current Certificates of Approval for these two landfills and would
determine the approved capacity of these landfills and the rate of filling.
/1
3
2.4 Term of the Plan
The Plan is to be effective until June 30th, 2018.
2.5 Contracting out landfill and recyclable and organic material processing services
The County and City will select, through an open public tender, a preferred supplier of landfill and waste
processing services and will negotiate a cost effective arrangement with this supplier for the City and local
municipalities for consideration by the City and by the local municipalities. The local municipalities will
determine whether or not to accept this arrangement and, if accepted, it will be implemented by separate
agreements between the local municipality and the service supplier. Subject to an agreement in respect to
costs, the County and City will support the service supplier, in obtaining the necessary environmental and
operational approvals from the MOEE, as it relates to the County. As it relates to the County and City,
.local municipalities will not be bound to the preferred service supplier but will be able to obtain
competitive proposals to satisfy their respective service requirements.
The County and City will seek assurances that any preferred supplier of services selected and supported by
the County and City will provide a guarantee of disposal capacity at a fair and reasonable costs for all
waste generators in the County and City including all local municipalities and all commercial, industrial
and institutional waste generators. Such guarantee will be incorporated into the Certificates of Approval
granted to such service supplier.
2.6 Contracting out Waste Management Facilities and Services
Mixed waste disposal, recycling and material processing facilities will be contracted out to the private
sector. The County and City will not undertake to provide these services and all services will be
contracted out except as currently provided in West Elgin and in Dutton-Dunwich.
2.7 Monitoring the Waste Management Plan and Services
The City of S1. Thomas will monitor the Waste Management Plan and the provision of services in the
City. Each local municipality in the County will be responsible for monitoring the provision and
operation of its waste management services.
2.8 Basis for Service Charges
The County and City, through an open public tender approach, will seek the most appropriate charge basis
for the range of services included in the contract proposal and the basis for adjustment to these charges
over the duration of the contract(s) to accommodate inflation and other costs beyond the supplier's
control. These charges may be combined into an all-inclusive per household fee that covers all the
services. Alternatively they may be based on separate functions such as collection and transportation to
the point of processing and/or disposal with a separate contract for disposal and/or processing.
2.9 Contingency Plan
The County and City will develop and adopt a Contingency Plan in the event that any waste management
components for disposal and processing are interrupted. The Contingency Plan will provide for the
following:
· waste disposal and recycled material processing facilities approved by the
MOEE to serve the County local municipalities and the City of S1. Thomas
and which are capable of continuing the interrupted service. The County
and City will support the expansion of service areas for municipal and
If
4
privately owned landfills and other waste management facilities that may
be licensed to handle El&in Countx and St. Thomas wastes;
. subject to the collection contract arrangements entered into by the local
municipality, waste disposal and processing facilities for local
municipalities that include collection contracts and the provision of
transfer stations in accordance with this Plan;
2.10 Updating of the Waste Management Plan
The County and City will undertake a formal review of this Plan no later than June 30th, 2008 and June
30th, 2013 and will determine whether the County and City will continue:
(i) to maintain the principals of the Plan,
(ii) to continue with the contractual arrangements with the preferred service supplier for
a following term,
(ill) to alter the conditions of the service contract or;
(iv) to terminate the contract and to initiate an alternative course of action.
3. WASTE MANAGEMENT SERVICE AREA CONSIDERATIONS
Although the County and City authority in Waste Management is limited to the geographic area ofthe
County of Elgin, it is recognized that the facilities owned by the private and municipal sector, which may
provide services to the County and City, may provide a larger service area in order to be viable from an
economic standpoint. Should these facilities require support from the County and City in order to obtain
the regulatory approvals required to provide the-desired service, the County and City may provide this
support.
4. SUMMARY OF THE ORGANIZATIONAL ARRANGEMENTS FOR WASTE
MANAGEMENT SERVICES
The County of Elgin and the City of S1. Thomas have undertaken to prepare a Waste Management Master
Plan that clearly delegates the responsibilities for the provision of waste management services to the local
municipalities and to the separated municipality of the City of St. Thomas. Local municipalities, that are
now strengthened through mergers effective in 1998, will continue to be responsible for all aspects of
waste management for their respective municipal areas. Responsibilities may be summarized as follows:
County of Elgin/City of St. Thomas responsibilities
to prepare a Waste Management Plan for local municipal consideration;
to select a preferred waste management service supplier for consideration by the
local municipalities including the City of St. Thomas;
to prepare a Contingency Plan for consideration by local municipalities should their
waste management services be disrupted;
to support the establishment of alternative disposal services that could potentially
accommodate the waste disposal needs of the County local municipalities and the
City of S1. Thomas;
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County of Elgin
to recommend a preferred service supplier for consideratioh by the local County
municipalities;
to prepare and recommend a "template" waste management service agreement for
consideration by the local County municipalities;
Local County municipalities and the City of St Thomas
to set local municipal standards for the supply of waste management services
including local collection of mixed wastes; the collection of recyclable materials and
organic materials; and the provision of transfer stations for general public and
commercial use;
to enter into contracts with the waste management industry to provide local waste
management services;
to monitor the provision of local waste management services;
The above noted listing of waste management responsibilities will permit the County and the local
municipalities, including the separated City of S1. Thomas, to efficiently and effectively implement the
waste management master plan.
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